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Microsoft Word Glossary A to Z

Microsoft Word Glossary — 129 definitions

.docm
Word document WITH macros. The .docx format does not accept them: Word offers conversion when saving.
.docx
Word's native format since 2007: text, styles, images — everything is editable.
.dotx
Word's template format: opening it creates a new document (Document1) based on it — the template itself is never modified by accident.
@mention
In a comment, @First name notifies the person by email with context — Word's built-in review assignment.
Accept / Reject
The author's verdict on each change (Review → Accept/Reject, with "Next" to move through them).
Accessibility
The ability of a document to be read and understood by everyone, including via assistive technologies (screen readers).
Display for Review
Simple / All Markup / No Markup / Original: the menu that controls WHAT you see without accepting anything.
Alignment
Left (Ctrl + L), Center (Ctrl + E), Right (Ctrl + R), Justify (Ctrl + J — both edges aligned, as in books).
Undo / Redo
Ctrl + Z undoes (dozens of actions), Ctrl + Y redoes. Your permanent safety net.
Preview Results
The button that replaces merge fields with actual data, recipient by recipient — verify BEFORE merging.
Go To (F5)
Teleportation: page number, section, bookmark, heading… essential in long documents.
Status Bar
Strip at the bottom of the window: page number, word count, language, zoom, view modes — clickable and customizable (right-click).
Quick Access Toolbar
Small customizable bar (above or below the ribbon) for your favorite commands: save, undo, print preview…
Bibliography
The final list of cited sources, automatically generated and sorted (References → Bibliography).
Certiport / GMetrix
The exam body and its official practice platform (mock tests under real conditions).
Field
Content calculated by Word: { PAGE }, { DATE }, { FILENAME }… Insert → Quick Part → Field. Alt + F9 toggles code/result display.
Auto Field
Content calculated by Word (page number, date, file name, author): Insert → Quick Part → Field.
Merge Field
The variable placeholder in a mail merge letter: «First Name», «City»… (Mailings → Insert Merge Field).
Citation
Source callout in text — (Smith, 2024) — inserted via References → Insert Citation.
Co-authoring
Simultaneous editing by multiple users on a document stored in OneDrive/SharePoint — each participant sees the others' cursors.
Paste Link
The table displayed in Word stays connected to the source Excel file: its values update automatically (right-click → Update Links).
Paste Special
Ctrl + Alt + V (or the arrow on the Paste button): the paste format menu — table, object, link, image, text.
Columns
Splitting text into newspaper columns (Layout → Columns): 2–3 columns for newsletters and flyers.
Comment
Note attached to a selection (Ctrl + Alt + M): questions, suggestions, with threaded replies and @mentions.
Compare
Review → Compare: generates the "diff" of two document versions — track changes are reconstructed retroactively.
Compress Pictures
Reduces file size (Picture Format → Compress): essential before emailing an illustrated document.
Microsoft Account
Free identifier (email address) giving access to web versions of Office and OneDrive.
Fixed / Variable Content
The logic of a good template: fixed elements (logo, boilerplate, styles) are ready; variable elements (recipient, subject, body) are marked for filling in.
Continue / Restart Numbering
Right-click on a number: resume at 1 or continue the previous list — the setting for lists interrupted by text.
Content Control
Interactive zone inserted in the document: rich/plain text, drop-down list, check box, date picker, picture.
Convert Text to Table / Table to Text
Transforms tab/comma-delimited text into a table, and vice versa (Insert → Table → Convert).
AutoCorrect
Replacement while typing ("adn" → "and"). Customizable: your own text shortcuts can be added.
Cut / Copy / Paste
Ctrl + X moves, Ctrl + C duplicates, Ctrl + V inserts. The Office Clipboard keeps the last 24 items.
Custom Dictionary
Your trade terms, proper nouns, and acronyms added via right-click → "Add to Dictionary": they will never be underlined again.
Document
The Word file (.docx): it contains the text, formatting, images, and structure.
Master Document
A "container" document referencing subdocuments (View → Outline → Show Document → Insert). The assembly produces the complete report.
Editor (F7)
The full review pane: spelling, grammar, and style improvements (clarity, conciseness, formality).
Clear Formatting
The "A" button with eraser (or Ctrl + Space): reverts selected text to Normal style — the antidote to patchwork documents.
Header / Footer
Zones at the top and bottom of the page, repeated on every page. Double-click in the margin to edit, Escape to exit.
AutoSave
Toggle at the top left, active when the file is on OneDrive/SharePoint: every keystroke is saved.
Index Entry
Term marked in the text (Alt + Shift + X) that will populate the final index with its page numbers.
Spacing Before / After
The automatic space between paragraphs (in points) — the RIGHT tool for spacing, instead of blank lines.
Merge / Split Cells
Combine several cells into one (spanning headings) or split one cell into several (right-click).
Bold / Italic / Underline
Ctrl + B / Ctrl + I / Ctrl + U. Hierarchize, nuance, link — each with its own role.
Text Wrapping
How text surrounds an image: In Line with Text (default, image behaves as a character), Square, Tight, Behind/In Front of Text.
Version History
File → Info → Version History: view and restore any previous state of the document.
Icons
Built-in library of vector pictograms (Insert → Icons): recolorable, resizable without quality loss.
AutoText + F3
Type the building block name then F3: it inserts instantly — the pro shortcut.
Line Spacing
Space between lines in a paragraph: 1.15 by default; 1.5 for documents to review/annotate.
Caption
Numbered label for a figure or table: right-click the object → Insert Caption ("Figure 1: …").
Perpetual License
One-time purchase of a fixed version (e.g., Office 2024): no subscription, no further updates.
Share Link
Share button: link with adjustable permissions (edit / view), adjustable scope (specific people / organization / everyone).
Hyperlink
"See the annual report" rather than "click here": link text must make sense out of context.
Link to Previous
Option in headers/footers: disable it so a section has a different header from the previous one.
Repeat Header Rows
"Repeat Header Rows" option (Layout): the header reappears at the top of each page for long tables.
Multilevel List
Hierarchy 1. / 1.1 / 1.1.1: Tab indents one level, Shift + Tab outdents.
Bullet List
Items preceded by a symbol (•, –, ✓…): for unordered enumerations. Button in Home → Paragraph.
Numbered List
Automatically numbered items (1., a., i.…): for ordered sequences. Renumbering happens automatically on insert/delete.
Macro
Recorded and replayable sequence of actions: View → Macros (or Developer tab). Stored in VBA.
Gutter Margin
Extra space on the bound side for printed and bound documents (Layout → Margins → Custom).
Margins
Space between the paper edge and the text. "Normal" (2.5 cm) for most documents; "Narrow" to save space.
Update Table
Right-click on the TOC → Update (or F9): "entire table" after adding/removing headings.
Microsoft 365
Subscription including Word, Excel, PowerPoint, Outlook + 1 TB OneDrive, with continuous updates.
Microsoft 365 / Word Online
Word is available as a subscription (full application) and as a free web version in the browser.
Update Fields
F9 on a selection recalculates fields — Ctrl + A then F9 before any distribution.
Backstage View
The File menu: everything related to the document as a file (new, save, print, export, share, options).
Outline View
View → Outline: the document as a collapsible hierarchy, with promote/demote and block moving.
Template
Pre-built document (resume, letter, report) serving as a starting point: File → New → template gallery.
Custom Office Templates
The special folder (Documents\Custom Office Templates) whose contents appear in File → New → Personal.
Modify a Style
Right-click on the style in the gallery → Modify: the change applies instantly throughout the document.
MOS (Microsoft Office Specialist)
Microsoft's official certification program for Office, administered by Certiport.
MOS Word Associate
Core certification (MO-100/MO-110): document management, formatting, tables, references, basic mail merge.
MOS Word Expert
Advanced certification (MO-101/MO-111): fields, forms, protection, customization, long documents.
Outline Levels
Heading 1 = level 1, Heading 2 = level 2… The TOC displays the first 3 levels by default (configurable).
Normal.dotm
Word's GLOBAL template: every blank document inherits from it. Changing its styles affects all your future documents.
Normal.dotm (macros)
Recording a macro "in all documents" places it in Normal.dotm: available everywhere on your computer.
Footnote
Clarification or source at the bottom of the page (References → Insert Footnote, or Ctrl + Alt + F). Auto-numbered.
Endnote
Like a footnote, but grouped at the end of the document — for annotated bibliographies.
Page Number
Insert → Page Number: auto field (never typed manually). Formats: 1, -1-, Page 1 of 12…
Embedded Object
Full Excel spreadsheet EMBEDDED in Word: double-click = in-place Excel editing. Standalone but increases file size.
Developer Tab
The tab for controls and macros, hidden by default: File → Options → Customize Ribbon → check Developer.
Paste Options
The little tag (Ctrl) that appears after pasting: keep source formatting, merge with destination, or plain text.
Reading Order
The order in which a screen reader traverses content — real headings and real tables (not image tables) guarantee it.
Orientation
Portrait (vertical, default) or Landscape (horizontal — wide tables, schedules). Mixing both requires section breaks (2.4).
PDF
Distribution format: fixed layout, readable everywhere, not easily editable. File → Export → Create PDF.
Format Painter
Copies the appearance of selected text to other text. One click = one application; double-click = multiple applications (Escape to exit).
Font
The design of characters: Calibri, Arial (sans serif, screen); Times, Georgia (serif, long reading).
Different First Page
Check box (Header & Footer tools): page 1 — often a cover — has its own header, usually blank.
Control Properties
Title, placeholder text, and options (the choices in a drop-down list): Properties button on the Developer tab.
Document Properties
Metadata (title, author, company) insertable as fields: filled in once, displayed everywhere.
Mail Merge
Merging a template document with a data list: Mailings tab → Start Mail Merge & Finish.
Quick Part / Building Block
Reusable saved content (text, table, image): select → Insert → Quick Part → "Save Selection to Quick Part Gallery".
IF…THEN…ELSE Rule
Condition in a mail merge letter: "IF Title = Ms., write Madam, else Sir" (Mailings → Rules).
Cross-reference
Dynamic reference to another element ("see Table 1, page 8"): References → Cross-reference. Updates with F9.
Restrict Editing
Review → Restrict Editing → "Filling in forms": only the controls remain editable.
Indent
Offset of the paragraph from the margins: first line, left, right. Set on the ruler or in Layout.
Crop
Cutting the edges of an image without distorting it (Picture Format → Crop).
Break Link
File → Info → Edit Links to Files → Break: the content becomes static and standalone.
Ribbon
The main command bar, organized into thematic tabs. Ctrl + F1 collapses/expands it.
Column Break
Ctrl + Shift + Enter: forces the move to the next column without waiting for it to fill.
Page Break (Ctrl + Enter)
Sends what follows to the top of the next page. Changes NOTHING in the layout.
Section Break — Continuous
New section WITHOUT changing page: to switch to columns (or out of them) in the middle of a page.
Section Break — Next Page
Ends the section and opens a new one on the next page: independent layouts, headers, and page numbering.
Macro Security
Macros can execute malicious code: Word blocks those from downloaded files — only enable them when trusted.
Quick Selection
Double-click: word · Triple-click: paragraph · Ctrl + click: sentence · Click in the margin: line · Ctrl + A: entire document.
Bookmark
Named position in the document (Insert → Bookmark): target for internal links and cross-references.
SmartArt
Semi-automatic diagrams (process, cycle, org chart, pyramid): type the text, Word draws (Insert → SmartArt).
Red / Blue Underline
Red = unknown spelling; blue = doubtful grammar or consistency. Right-click to see suggestions.
Source
Full bibliographic record (author, title, year, publisher…): References → Manage Sources. Entered once, reusable in all documents.
Data Source
The recipient list — ideally an Excel spreadsheet: 1 row = 1 recipient, 1 column = 1 piece of info (Last Name, First Name, Address…).
Subdocument
Standalone Word file (a chapter) inserted in the master — editable separately by its author.
Style
A named set of formatting (Heading 1, Normal…) applied with one click — Word's central concept, detailed in level 2.
Bibliographic Style
The presentation standard: APA (humanities), ISO 690 (French standard), MLA… A drop-down menu changes the ENTIRE document.
Table Styles
Gallery of complete formats (Table Design tab): alternating bands, contrasting header, totals.
Heading Styles (Heading 1, 2, 3)
The styles that define STRUCTURE: they feed the table of contents, navigation pane, and outline view.
Track Changes
Review → Track Changes (Ctrl + Shift + E): every change becomes visible, attributed, and reversible.
Thesaurus (Shift + F7)
Built-in synonym dictionary: right-click a word → Synonyms, or Shift + F7 for the full pane.
Table of Figures
Automatic list of figures/tables generated from captions (References → Insert Table of Figures).
Table of Contents (TOC)
Summary generated from heading styles: References → Table of Contents. Each entry is clickable (Ctrl + click).
Table
Grid of rows × columns (Insert → Table). Each cell is an independent area.
Tab Stop
Alignment point set on the ruler (left, center, right, decimal) reached with the Tab key — for clean columns.
Alt Text
Description of an image read by screen readers: right-click the image → Edit Alt Text.
Theme
Global set of colors + fonts + effects (Design tab): changes the appearance of all styles at once without touching structure.
Word Processing
Software for creating formatted written documents (Word, Google Docs, LibreOffice Writer) — not to be confused with a simple text editor like Notepad.
VBA
Office's automation language. Editor: Alt + F11. A macro = Sub … End Sub.
Accessibility Checker
Review → Check Accessibility: continuous audit with error list, warnings, and guided fixes.
Previous Versions
File → Info → Version History: view and restore a previous state (OneDrive files).
Navigation Pane
Ctrl + F or View → Navigation Pane: the clickable outline of the document, generated by heading styles.
Word for the Web
Free version in the browser: editing, basic formatting, co-authoring. No mail merge, macros, or advanced style management.