An Introduction to MS WORD

©Digital Bridge Institute, Abuja

Microsoft Word 2003Microsoft Word 2003


Introduction and Basic DefinitionsIntroduction and Basic Definitions Definition of Microsoft (MS) Word 2003

MS Word 2003 is a word processor that is part of the Microsoft Office suiteA powerful tool to create professional looking documents

Definition of a Word ProcessorA word processor is a software program, which provides a

Graphical User Interface (GUI) with better capabilities than a text editor does

A word processor is a program that allows you to create, edit, format, and print the documents

Some examples of commonly used word processors are - WordPerfect and MS Word.

The main advantage of a word processor is that it provides a WYSIWYG (What You See Is What You Get) interface, which helps you make changes quickly and easily

Definition of Microsoft (MS) Word 2003MS Word 2003 is a word processor that is part of the

Microsoft Office suiteA powerful tool to create professional looking documents

Definition of a Word ProcessorA word processor is a software program, which provides a

Graphical User Interface (GUI) with better capabilities than a text editor does

A word processor is a program that allows you to create, edit, format, and print the documents

Some examples of commonly used word processors are - WordPerfect and MS Word.

The main advantage of a word processor is that it provides a WYSIWYG (What You See Is What You Get) interface, which helps you make changes quickly and easily


Starting Microsoft WordStarting Microsoft Word Two Ways

1. Double click on the Microsoft Word icon on the desktop (if available)

Two Ways

1. Double click on the Microsoft Word icon on the desktop (if available)

2. Click on Start Programs Microsoft Word

Or

2. Click on Start Programs Microsoft Office MS Word (depending on where the

where it appears. Different for different installations)

The Word Window is displayed

2. Click on Start Programs Microsoft Word

Or

2. Click on Start Programs Microsoft Office MS Word (depending on where the

where it appears. Different for different installations)

The Word Window is displayed


Microsoft Word Toolbars (1)Microsoft Word Toolbars (1)Viewing the toolbars

The toolbars in Microsoft Word provide easy access and functionality to the user

There are many shortcuts that can be taken by using the toolbarFirst, make sure that the proper toolbars are visible on the screen

Viewing the toolbars The toolbars in Microsoft Word provide easy access and

functionality to the userThere are many shortcuts that can be taken by using the toolbarFirst, make sure that the proper toolbars are visible on the screen

1.Click View

2.Select Toolbars

3.Select Standard, Formatting, and Drawing

4.Other toolbars can be selected if you wish

1.Click View

2.Select Toolbars

3.Select Standard, Formatting, and Drawing

4.Other toolbars can be selected if you wish


Microsoft Word Toolbars (2)Microsoft Word Toolbars (2)


Microsoft Word Toolbars (3)Microsoft Word Toolbars (3)


Basic Operations in Word 2003Basic Operations in Word 2003Starting MS Word

Click Start Programs Microsoft Office MS WordThe Word Window is displayed

Starting MS WordClick Start Programs Microsoft Office MS WordThe Word Window is displayed


Title Bar

Displays the title and name of the current documentDocument Area or Workspace

The area where to type and edit text. In this area, you will see a flashing vertical line, indicating the insertion point, where the text will appear

Menu barDisplays all menus with each menu consisting of a set of logically grouped

commands; E.g., Format menu groups all commands for formatting textEach of these menu bar items has a drop-down sub-menuA drop-down sub-menu comprises a list of options, which are displayed

when you click on the Menu bar item.Task Pane

Provides shortcuts for performing commonly used commands, such as creating new documents or searching for specific text

Scroll bars: (horizontal and vertical) Enable you to move through a document that cannot fit completely in the

workspaceStatus bar

Displays information about the current document. E.g., the current page number, total number of pages in a document, the line number on which the cursor is positioned and the column number

Title BarDisplays the title and name of the current document

Document Area or WorkspaceThe area where to type and edit text. In this area, you will see a flashing

vertical line, indicating the insertion point, where the text will appearMenu bar

Displays all menus with each menu consisting of a set of logically grouped commands; E.g., Format menu groups all commands for formatting text

Each of these menu bar items has a drop-down sub-menuA drop-down sub-menu comprises a list of options, which are displayed

when you click on the Menu bar item.Task Pane

Provides shortcuts for performing commonly used commands, such as creating new documents or searching for specific text

Scroll bars: (horizontal and vertical) Enable you to move through a document that cannot fit completely in the

workspaceStatus bar

Displays information about the current document. E.g., the current page number, total number of pages in a document, the line number on which the cursor is positioned and the column number


The Document windowThe Document windowConsists of various toolbars

A toolbar Is a collection of buttons that provide easy access to the options available on the menu bar

Commonly used toolbars are:Standard Toolbar: This toolbar contains buttons for the

frequently used actions, such as opening files, saving files, and copying and pasting text

Formatting Toolbar: This toolbar provides various tools that help your format the text in the document area. For example, changing the font size or the style of text

Drawing Toolbar: Consists of various drawing tools - to draw different shapes, arrows, and geometrical figures. You can modify these graphics by adding colours and 3-D effects or by moving the graphics behind or in front of the text. You can also insert preformatted text styles, text boxes, and pictures.

Consists of various toolbarsA toolbar Is a collection of buttons that provide easy access

to the options available on the menu barCommonly used toolbars are:

Standard Toolbar: This toolbar contains buttons for the frequently used actions, such as opening files, saving files, and copying and pasting text

Formatting Toolbar: This toolbar provides various tools that help your format the text in the document area. For example, changing the font size or the style of text

Drawing Toolbar: Consists of various drawing tools - to draw different shapes, arrows, and geometrical figures. You can modify these graphics by adding colours and 3-D effects or by moving the graphics behind or in front of the text. You can also insert preformatted text styles, text boxes, and pictures.


Creating a New DocumentCreating a New DocumentYou can create new documents using

Normal (default) templateTemplate wizard

Templates are pre-designed documents that contain formatting and, in some cases, generic text

You can create new documents using Normal (default) templateTemplate wizard

Templates are pre-designed documents that contain formatting and, in some cases, generic text

Action Task

Create a document 1. Click Start Programs Microsoft Word (Word Window is displayed)

2. Click File New (New dialog box is displayed)

3. Click on the General tab

4. Select the Blank document option

5. Select the Document under the Create New section

6. Click OK


Creating a Document using TemplatesCreating a Document using Templates When you create official documents, you might want them to

have a consistent look E.g., you might want all documents for internal communication

to contain the logo and the name of your company You can use templates to give uniform structure to documents Word supplies several built-in templates, which you can use to

create documents, such as letters, faxes, memos, resumes .. One standard template that Word provides is the Normal

template When you click the New button on the Standard toolbar, Word

creates a blank document based on the Normal template The template settings are automatically applied to anything

entered in this new document You can modify this template to change its default settings

When you create official documents, you might want them to have a consistent look

E.g., you might want all documents for internal communication to contain the logo and the name of your company

You can use templates to give uniform structure to documents Word supplies several built-in templates, which you can use to

create documents, such as letters, faxes, memos, resumes .. One standard template that Word provides is the Normal

template When you click the New button on the Standard toolbar, Word

creates a blank document based on the Normal template The template settings are automatically applied to anything

entered in this new document You can modify this template to change its default settings


Opening a DocumentOpening a DocumentOpening a document

Select the File Open (open dialog box displayed)Select file of document that is to be opened from the drop-

down list

Opening a documentSelect the File Open (open dialog box displayed)Select file of document that is to be opened from the drop-

down list

If document is not on the list, you can navigate to the document path to the desired folder or location

Click the Open button to open the selected document

If document is not on the list, you can navigate to the document path to the desired folder or location

Click the Open button to open the selected document


Saving and Closing a DocumentSaving and Closing a Document As you create documents in Word, it's important to save

frequently Saving your work to a file ensures that any text, graphics, or

other elements in your document are written to a permanent disk

Until you save the document, the information is stored in the computer's temporary memory

Three Basic Ways to Save

1. Saving a document using the Save As command

2. Saving a document using the Save command

3. Setting the Save AutoRecover option

As you create documents in Word, it's important to save frequently

Saving your work to a file ensures that any text, graphics, or other elements in your document are written to a permanent disk

Until you save the document, the information is stored in the computer's temporary memory

Three Basic Ways to Save

1. Saving a document using the Save As command

2. Saving a document using the Save command

3. Setting the Save AutoRecover option


Using the Save As command

This is used to save a file the first timeYou can also use it to save a document with a new name or To save the document to a different location

Using the Save As commandThis is used to save a file the first timeYou can also use it to save a document with a new name or To save the document to a different location

Action Task

Save a docu-ment

1.Click File Save As command (Save As dialog box appear)

2.Specify name and/or location where to save using the Save in drop-down list

3. In case you need to create a new folder to save the file, click the Create New Folder button in the dialog box

4.This opens the New Folder dialog box, as shown below


Using the Save AutoRecover Option

While working on a document, sometimes you may forget to save your document before a power failure

This could mean losing the changes you have made to the document

Word provides an automatic save feature that you can set to ensure that your documents are saved after specified intervals of time

This feature is called Save AutoRecover You can specify the time in minutes after which

Word automatically saves the file

Steps to specify the automatic saves time:

1. Select Tools Options command (Options dialog box displayed)

2. Select the Save tab

3. Check Save AutoRecover info every: option box.

4. Use the spin controls to increase or decrease the minutes; Click the OK

Using the Save AutoRecover Option While working on a document, sometimes you

may forget to save your document before a power failure

This could mean losing the changes you have made to the document

Word provides an automatic save feature that you can set to ensure that your documents are saved after specified intervals of time

This feature is called Save AutoRecover You can specify the time in minutes after which

Word automatically saves the file

Steps to specify the automatic saves time:

1. Select Tools Options command (Options dialog box displayed)

2. Select the Save tab

3. Check Save AutoRecover info every: option box.

4. Use the spin controls to increase or decrease the minutes; Click the OK


Closing a DocumentClosing a DocumentAfter you finish working with a document, you need to close the

document

1.Select the File Close command, OR

2.Holding down the Ctrl key and pressing the F4 key, or

3.Clicking the Close button (x) displayed in the upper-right corner of window

If you make some changes to a document and then try to close without saving, Word will prompt you to save the document

4.To close all active documents, hold down the Shift button and select the File Close All command

After you finish working with a document, you need to close the document

1.Select the File Close command, OR

2.Holding down the Ctrl key and pressing the F4 key, or

3.Clicking the Close button (x) displayed in the upper-right corner of window

If you make some changes to a document and then try to close without saving, Word will prompt you to save the document

4.To close all active documents, hold down the Shift button and select the File Close All command


Viewing a Word DocumentViewing a Word DocumentWord provides different methods of viewing a documents so

that you can see different levels of details in a documentThe different views are:

Normal view [View Normal command ]Normal view is the default view in Word. It shows the

original document with font sizes, indents, and line spacing without any formatting

Web Layout view [View Web Layout command ]Web Layout view displays the text, columns, and graphics

as they appear in a Web browser. Print Layout view [View Print Layout command ]

Print Layout view displays the text, columns, and graphics as they appear when printed

Word provides different methods of viewing a documents so that you can see different levels of details in a document

The different views are:Normal view [View Normal command ]

Normal view is the default view in Word. It shows the original document with font sizes, indents, and line spacing without any formatting

Web Layout view [View Web Layout command ]Web Layout view displays the text, columns, and graphics

as they appear in a Web browser. Print Layout view [View Print Layout command ]

Print Layout view displays the text, columns, and graphics as they appear when printed


Viewing a Word DocumentViewing a Word DocumentOutline view [View Outline command]

Outline view shows the structure of a document. Each heading and subheading in a document is formatted with built-in heading style, and headings are indented according to their levels

Full Screen view [View Full Screen command]Full Screen view displays a document without toolbars

Web Page preview [View Web Page Preview command]Web Page preview displays the full view of the document

in Internet ExplorerSpilt Screen view [View Split Screen command]

Split Screen view splits the document into two separate screens, enabling you to view separate portions of the same document at the same time

Outline view [View Outline command]Outline view shows the structure of a document. Each

heading and subheading in a document is formatted with built-in heading style, and headings are indented according to their levels

Full Screen view [View Full Screen command]Full Screen view displays a document without toolbars

Web Page preview [View Web Page Preview command]Web Page preview displays the full view of the document

in Internet ExplorerSpilt Screen view [View Split Screen command]

Split Screen view splits the document into two separate screens, enabling you to view separate portions of the same document at the same time


Using the Zoom OptionUsing the Zoom Option You can use the Zoom option to increase or decrease the

magnification level of the document In this way, you can enlarge or reduce the size of the

document area in the Word document

You can use the Zoom option to increase or decrease the magnification level of the document

In this way, you can enlarge or reduce the size of the document area in the Word document

Steps:

1. Select the View Zoom command (Zoom dialog box displayed)

2. Select the desired radio or Zoom level

3. Click OK

Steps:

1. Select the View Zoom command (Zoom dialog box displayed)

2. Select the desired radio or Zoom level

3. Click OK


Editing TextEditing Text Editing means making changes, like inserting or deleting text, in

an existing document Before you start editing, you need to navigate through the

document and identify the part of the document that needs to be modified

Place the cursor at the location where the changes have to be made; then make the required changes

Some of the basic editing operations that you can perform on a Word document are:Inserting and overtyping textSelecting textDeleting textMoving and copying textSearching textUndoing an action

Editing means making changes, like inserting or deleting text, in an existing document

Before you start editing, you need to navigate through the document and identify the part of the document that needs to be modified

Place the cursor at the location where the changes have to be made; then make the required changes

Some of the basic editing operations that you can perform on a Word document are:Inserting and overtyping textSelecting textDeleting textMoving and copying textSearching textUndoing an action


Inserting TextInserting TextBy default, a Word document is in insert mode

As you type new text, the existing text is pushed to the rightWhen the text reaches the right margin of the document, the

cursor automatically shifts to the next lineTask: Insert a new paragraph

Task: Insert a new Line

By default, a Word document is in insert modeAs you type new text, the existing text is pushed to the rightWhen the text reaches the right margin of the document, the

cursor automatically shifts to the next lineTask: Insert a new paragraph


Action Task

Insert a new paragraph

1. Position the cursor at the end of the line of interest and then press the Enter key.

Action Task

Insert a line before or after a paragraph

1. Position the cursor at the beginning or end of the line and press the Enter key

2. Then, press the top or bottom arrow key to move to the inserted line.


Overtyping TextOvertyping TextTask: Overtype Text

Sometimes, you may want to replace large blocks of text with new text. This is accomplished by the Overtype mode. The Overtype feature enables replacing large blocks of text with new text

In the Overtype mode, existing text Is automatically replaced by the text you type

Task: Overtype TextSometimes, you may want to replace large blocks of text with new

text. This is accomplished by the Overtype mode. The Overtype feature enables replacing large blocks of text with new text

In the Overtype mode, existing text Is automatically replaced by the text you type

Action Task

Turn Overtype on and off

1. Select Tools Options command

2. In the Options dialog box, activate or deactivate the Overtype mode check box on the Edit tab

3. Press the Insert key

4. Double-click on the OVR indicator on the status bar


Selecting TextSelecting Text You need to select the text before performing any action, such

delete, move or copy. You can select the text in a document by using the mouse, the

keyboard, or both You can select a word, a sentence in the paragraph, or the

complete paragraph

You need to select the text before performing any action, such delete, move or copy.

You can select the text in a document by using the mouse, the keyboard, or both

You can select a word, a sentence in the paragraph, or the complete paragraph

Action Task

To select a word

To select a sentence

1. Using the mouse, position the cursor on the required word and double-click it. The word is highlighted.

2. After the word is highlighted, you can copy it, delete it, move it, or format it, as required.

1. Within a paragraph using the mouse, Position the cursor at the beginning of the sentence that is to be selected

2. Holding down the Ctrl key, click the left mouse button. The required sentence is selected’


Selecting and Deleting TextSelecting and Deleting Text

Action Task

To select a paragraph

To select entire contents

1. Using the mouse, position the cursor within in the paragraph.

2. Click the mouse three times. The required paragraph is selected.

1. To select the entire contents of a document, you can select the Edit Select All command.


Deleting TextDeleting TextWord enables you to delete characters, words, lines,

paragraphs or a block of text from a document

Word enables you to delete characters, words, lines, paragraphs or a block of text from a document

Action Task

To delete a character

Deleting word, Line or paragraph

1. Press either the Backspace or Delete key2. The Delete key deletes a character located

on the right of the cursor position3. The Backspace key deletes a character

that is located on the left of the cursor position

1. Select the required word, line, or paragraph. 2. Press either the Backspace or Delete key.


Copying and Moving TextCopying and Moving Text You can move or copy text from one place in a document to

another location, either in the same document or in another document

This can save hours of retyping and ensures consistency across a document or documents. For example, you can copy a heading at the top of the page to each page in a document.

Text can be pasted in a document using Smart tag

Smart tags are special buttons that appear when Word recognizes some special type of action, such as pasting.

ClipboardClipboard is a temporary storage area that holds the copied

or cut text until you paste the text items in a different location

You can move or copy text from one place in a document to another location, either in the same document or in another document

This can save hours of retyping and ensures consistency across a document or documents. For example, you can copy a heading at the top of the page to each page in a document.

Text can be pasted in a document using Smart tag

Smart tags are special buttons that appear when Word recognizes some special type of action, such as pasting.

ClipboardClipboard is a temporary storage area that holds the copied

or cut text until you paste the text items in a different location


Copying TextCopying Text

Action Task

Copying Text 1. Select the text that needs to be copied

2. Select the Edit Copy command, OR

3. Right-click on the selected text and select the Copy option from the pop-up menu

4. If copied text needs to be copied to another document, open the destination document, position cursor at the desired location

5. Select the Edit Paste option from the menu bar to paste the text, OR

6. Right-click on the required location and select the Paste option from the pop-up menu


Moving Text Moving Text Action Task

Moving Text

1. Select the required text (First you Cut, then you Paste)

2. Select the Edit Cut command, OR

3. Right-click on the selected text and select the Cut option from the pop-up menu

4. To copy text to another document, open destination document

5. Position cursor at the location where the text is to be pasted.

6. Select the Edit Paste command to paste the text, OR

7. Right-click on the required location and select the Paste option from the pop-up menu.

8. To move text within the same document, you can also use the drag-and-drop method

Select the required textPosition the cursor anywhere on the selected text and press

the left mouse button Holding down the left mouse button, drag the mouse pointer to

the desired locationRelease the mouse button


Pasting Text Pasting Text Action Task

Pasting Text Using Smart Tag

Pasting Text Using Clipboard

1. Smart tags are special buttons that appear when Word recognizes some special type of action or data

2. When you click on this smart tag, a list of choices is displayed

3. You can use smart paste list to specify the formatting of the pasted information. For example, you can choose to keep the text formatting as it is or inherit the formatting of the destination paragraph

4. When you cut or copy text, Word places the selected text on the Office Clipboard. The Office Clipboard can hold up to 24 items. The collected items stay on the clipboard until you close office

5. To open the Clipboard task pane, select the Edit Office Clipboard command (Clipboard task pane is displayed)


Searching TextSearching TextWhen you are working in a document with many pages it can be time-

consuming to find a specific word or words. Word provides features to find and replace text in a document.The Find feature allows locating a specific word or phrase in the documentThe Replace feature allows replacing the searched text with new text

When you are working in a document with many pages it can be time-consuming to find a specific word or words.

Word provides features to find and replace text in a document.The Find feature allows locating a specific word or phrase in the documentThe Replace feature allows replacing the searched text with new text

Action Task

Finding Text 1.Select Edit Find command to open the Find and Replace dialog box

2.Type the word or phrase to be located

3.Click the Find Next button to find the


Replacing TextReplacing TextAction Task

Replacing Text

1. Select Edit Find command to open the Find and Replace dialog box

2. Type the old word or phrase that you want to replace

3. Type the new word or phrase in the Replace with text box

4. Select Replace, Replace All, or Find Next button


Undoing and Redoing ActionsUndoing and Redoing Actions Word provides an easy way to undo, or reverse, actions you have

performed while entering and editing text or formatting a document. The Undo command reverses the last action that was performed The Redo option is used to revert the last undo action.

Word provides an easy way to undo, or reverse, actions you have performed while entering and editing text or formatting a document.

The Undo command reverses the last action that was performed The Redo option is used to revert the last undo action.

Action Task

Undoing Actions

Redoing Actions

1. Select the Edit Undo command.

2. Click the Undo () button on the Standard toolbar

3. Hold down the Ctrl key and press the Z key

4. You can undo several actions at one time by clicking the down arrow next to the Undo button to display a list of the actions you have recently performed

5. The Redo option is used to revert the last undo action

Select the Edit Redo command.

Click the Redo () button on the Standard toolbar.

Hold down the Ctrl key and press the Y key.


Modifying/Formatting a DocumentModifying/Formatting a Document1. You can modify the a document by using various formatting

tools that help customize and enhance the appearance of text

2. Enhancing a document with character formatting enables you to draw attention to parts of the document and improve its readability

3. For example, you can apply different font styles and font sizes to text, or you can underline and italicize text

4. Identify the part of the document that needs to be modified in appearance and then change the appearance of the text

1. You can modify the a document by using various formatting tools that help customize and enhance the appearance of text

2. Enhancing a document with character formatting enables you to draw attention to parts of the document and improve its readability

3. For example, you can apply different font styles and font sizes to text, or you can underline and italicize text

4. Identify the part of the document that needs to be modified in appearance and then change the appearance of the text


Formatting TextFormatting Text Formatting text allows you to:

Draw attention to different parts of the document Improve readability

Formatting of text includes: Modifying font Highlighting text Changing case Alignment of the text Indentation of the text

To modify text quickly1. Highlight the text that you want to format by dragging your

mouse over while holding down the left mouse button 2. Change the text to your desire

Formatting text allows you to: Draw attention to different parts of the document Improve readability

Formatting of text includes: Modifying font Highlighting text Changing case Alignment of the text Indentation of the text

To modify text quickly1. Highlight the text that you want to format by dragging your

mouse over while holding down the left mouse button 2. Change the text to your desire


Modifying fontModifying font

You can change the appearance of text by modifying the different characteristics of fonts

Definition of FontA font is a formatting characteristic that defines the way in

which text appears in a documentIt is the pattern applied to the characters in the documentDifferent fonts contain different collection of characters and

symbols

You can change the appearance of text by modifying the different characteristics of fonts

Definition of FontA font is a formatting characteristic that defines the way in

which text appears in a documentIt is the pattern applied to the characters in the documentDifferent fonts contain different collection of characters and

symbols


Modifying fontModifying font You can change the fonts by using the Font dialog box, or by

selecting required buttons from the Format toolbar

1. Select the text to be changed.

2. Select Format Font command (Font dialog box displayed)

3. Select the required text formats -font style, size, color & effects

4. Click the OK button to apply changes to the selected text Font:

Defines the font type Font type is the preformatted design for the letters in the

font. E.g., the most commonly used font types are Times New Roman and Arial

You can change the fonts by using the Font dialog box, or by selecting required buttons from the Format toolbar

1. Select the text to be changed.

2. Select Format Font command (Font dialog box displayed)

3. Select the required text formats -font style, size, color & effects

4. Click the OK button to apply changes to the selected text Font:

Defines the font type Font type is the preformatted design for the letters in the

font. E.g., the most commonly used font types are Times New Roman and Arial


Modifying FontModifying Font

Font Style:Defines whether

the text is displayed in Bold, Italic, or Regular form.

Font Size: The weight of the

size of the text, which is measured in points (pts).

Font Style:Defines whether

the text is displayed in Bold, Italic, or Regular form.

Font Size: The weight of the

size of the text, which is measured in points (pts).


Modifying FontModifying FontFont Color:

This option is used to specify the color of the text. Underline Style:

Specifies whether the text needs to be underlined or notEffects: Specifies the special effects to be applied to some text:

Strikethrough: displays a single line over the selected text. Double strikethrough: displays a double line over the selected text. Superscript: raises selected text above the base line & reduces the font. Subscript: lowers selected text below the base line and reduces the font. Shadow: adds a shadow to selected text. Outline: adds an outline to selected text. Emboss: provides an embossed effect to selected text. Engrave: provides an engraved effect to selected text. Small caps: displays selected text in lower case. All caps: displays selected text in uppercase. Hidden: prevents selected text from being displayed or printed.

Font Color: This option is used to specify the color of the text.

Underline Style: Specifies whether the text needs to be underlined or not

Effects: Specifies the special effects to be applied to some text: Strikethrough: displays a single line over the selected text. Double strikethrough: displays a double line over the selected text. Superscript: raises selected text above the base line & reduces the font. Subscript: lowers selected text below the base line and reduces the font. Shadow: adds a shadow to selected text. Outline: adds an outline to selected text. Emboss: provides an embossed effect to selected text. Engrave: provides an engraved effect to selected text. Small caps: displays selected text in lower case. All caps: displays selected text in uppercase. Hidden: prevents selected text from being displayed or printed.


Highlighting TextHighlighting TextHighlighting text in a Word document means marking it with a

different color.You can draw attention to specific text in a document by

highlighting the required text with a different color

Highlighting text in a Word document means marking it with a different color.

You can draw attention to specific text in a document by highlighting the required text with a different color

Action Task

Highlight text

1. Select the text that you want to highlight.

2. Click the inverted arrow next to the Highlight button () to view the color palette from the Standard toolbar.

3. Select the required color from the color palette.

Action Task

Remove highlight

1. Select the highlighted text.

2. Click the inverted arrow next to the Highlight button () to view the color palette from the Standard toolbar

3. Select the None option from the color palette.


Changing CaseChanging Case The case of the text defines the type of capitalization used in the

document. The Capitalization forms provided by Word include:

Sentence casecapitalizes only the first letter in the selected text.

Lower caseconverts all selected text to lowercase letters.

Upper caseconverts all selected text to uppercase letters.

Title casecapitalizes the first letter of each word of the selected text.

Toggle casechanges uppercase to lowercase and lowercase to uppercase

for all the selected text

The case of the text defines the type of capitalization used in the document.

The Capitalization forms provided by Word include:Sentence case

capitalizes only the first letter in the selected text. Lower case

converts all selected text to lowercase letters.Upper case

converts all selected text to uppercase letters. Title case

capitalizes the first letter of each word of the selected text. Toggle case

changes uppercase to lowercase and lowercase to uppercase for all the selected text


Changing CaseChanging CaseAction Task

Changing Case

1. Select the text whose capitalization is to be changed.

2. Select Format Change Case command to open the Change Case dialog box

3. Select the required case.

4. Click the OK button.


Formatting ParagraphsFormatting ParagraphsYou can increase the readability of your document by

representing the text in paragraphs and formatting these paragraphs to include distinct characteristics, such as spacing, alignment, bullets and shading.

Paragraph formatting includes the following:Applying paragraph spacingApplying line spacingAligning textIndenting textSetting Tab stopsAdding bullets and numbersApplying border and shadingApplying styles

You can increase the readability of your document by representing the text in paragraphs and formatting these paragraphs to include distinct characteristics, such as spacing, alignment, bullets and shading.

Paragraph formatting includes the following:Applying paragraph spacingApplying line spacingAligning textIndenting textSetting Tab stopsAdding bullets and numbersApplying border and shadingApplying styles


Applying Paragraph SpacingApplying Paragraph Spacing Paragraph spacing allows you to define the amount of white spaces that

should be placed before and after paragraphs. By applying paragraph spacing, you can increase the readability of a

document You can define the amount of white spaces that should be placed before

and after paragraphs.

Paragraph spacing allows you to define the amount of white spaces that should be placed before and after paragraphs.

By applying paragraph spacing, you can increase the readability of a document

You can define the amount of white spaces that should be placed before

and after paragraphs.

Action Task

Para-graph spacing

1.Select the required paragraph.

2.Select the Format Paragraph command (dialog box displayed)

3.Make selections

4.Click OK


Applying Line SpacingApplying Line SpacingLine spacing refers to the amount of space from the bottom of

one line of text to the bottom of the next line.

Line spacing allows you to define the amount of white spaces that should be placed before and after each line in a paragraph.

Line spacing refers to the amount of space from the bottom of one line of text to the bottom of the next line.

Line spacing allows you to define the amount of white spaces that should be placed before and after each line in a paragraph.

Action Task

Para-graph spacing

1.Select the required paragraph.

2.Select the Format Paragraph command (dialog box displayed)

3.Make selections

4.Click OK

The Line spacing drop-down list consists of the following optionsSingle1.5 linesDoubleAt leastExactlyMultiple

The Line spacing drop-down list consists of the following optionsSingle1.5 linesDoubleAt leastExactlyMultiple


Definition of Alignment

Alignment is a way of organizing the text in a documentIt refers to the position of the text relative to page margins

Types of Alignment

Definition of AlignmentAlignment is a way of organizing the text in a documentIt refers to the position of the text relative to page margins

Types of Alignment

Alignment Task

Left-aligned 1.text is aligned to the left margin of the page

Center-aligned 1.aligned text is positioned at the center of the page

Right-aligned 1.text is aligned with the right margin of the page

Justify-aligned 1.text is aligned with the right and left margins of the page


Setting Tab StopsSetting Tab StopsTab stops are locations along the horizontal ruler that indicate how far to

indent text or to begin a section of text Tab stops allow you to arrange text on the left, right, center, decimal

character or bar character.Available tab settings are in Word

Positioning the text to the left of the tab stop.Positioning the text at the center of the tab stop. Positioning the text to the right of the tab stop. Aligning the numeric columns on the decimal point. Creating thin vertical lines to separate columns.

Word also provides Tab Leaders that can be inserted before the tab

A leader character is a row of dots or dashes that is inserted in the space between the tab stop and the text elements

For example, in the Table of Contents in a book, the space between the chapter name and the page number can be filled with a series of dots

These dots, called leader characters can be inserted in a Word document by using Tab Leaders

Tab stops are locations along the horizontal ruler that indicate how far to indent text or to begin a section of text

Tab stops allow you to arrange text on the left, right, center, decimal character or bar character.

Available tab settings are in Word Positioning the text to the left of the tab stop.Positioning the text at the center of the tab stop. Positioning the text to the right of the tab stop. Aligning the numeric columns on the decimal point. Creating thin vertical lines to separate columns.

Word also provides Tab Leaders that can be inserted before the tab

A leader character is a row of dots or dashes that is inserted in the space between the tab stop and the text elements

For example, in the Table of Contents in a book, the space between the chapter name and the page number can be filled with a series of dots

These dots, called leader characters can be inserted in a Word document by using Tab Leaders


Setting Tab StopsSetting Tab StopsAction Task

Set the tab stops and tab leaders

Select the Format Tabs command (Tabs dialog box is displayed)

2. Enter the required tab position in the Tab stop position text box

3. Select the alignment option from the Alignment section.

4. Select the appropriate option for tab leader in the Leader radio button section.

5. Click the OK button


IndentationIndentation Definition of Indentation

Indentation refers to adding distance to the text from the margin. Indents are added to margins, thereby decreasing the area where the text has to be inserted. You can indent the text in a document by using the Paragraph dialog box.


Definition of Indentation Indentation refers to adding distance to the text from the

margin. Indents are added to margins, thereby decreasing the area where the text has to be inserted. You can indent the text in a document by using the Paragraph dialog box.


Action Task

Insert a line before or after a paragraph

1. Position the cursor at the beginning or end of the line and press the Enter key

2. Then, press the top or bottom arrow key to move to the inserted line.


Modifying BackgroundModifying Background Definition of Background

Background refers to the color and texture of the screen It is used to enhance the appearance of a document

Types of Backgrounds Single color Pattern Gradient Picture Texture

The different types of backgrounds are:

Definition of Background Background refers to the color and texture of the screen It is used to enhance the appearance of a document

Types of Backgrounds Single color Pattern Gradient Picture Texture

The different types of backgrounds are:


Modifying BackgroundModifying Background How to Select a Background

To select a background:

1. Click Format Background (color palette is displayed)

2. Click Fill Effects

3. Click on the Texture tab

How to Select a Background To select a background:

1. Click Format Background (color palette is displayed)

2. Click Fill Effects

3. Click on the Texture tab

To change the required background of the document from the Fill Effects dialog box

Click OK Save the document

To change the required background of the document from the Fill Effects dialog box

Click OK Save the document


Bullets and Numbered listBullets and Numbered listTask: Determine how to present text in the documentYou can present text in the following forms:

Bulleted Text Bulleted text is used to list down text, which is non-

sequential.Types of Bullets

Task: Determine how to present text in the documentYou can present text in the following forms:

Bulleted Text Bulleted text is used to list down text, which is non-

sequential.Types of Bullets

Paragraphs Bulleted text Numbered text

Symbol PictureProperties of Bullets

Distance between the bullet and the text

Font Properties of the bulletAmount of indentation of text in bullets

Properties of BulletsDistance between the bullet and the

textFont Properties of the bulletAmount of indentation of text in bullets


Inserting Bullets and Numbered listInserting Bullets and Numbered listNumbered Text

Numbered text is used to sequentially list down the content.Styles of Numbered Text

None1, 2, 3a, b, cA, B, Ci, ii, iiiI, II, III1st, 2nd, 3rdFirst, Second, Third

Numbered TextNumbered text is used to sequentially list down the content.

Styles of Numbered TextNone1, 2, 3a, b, cA, B, Ci, ii, iiiI, II, III1st, 2nd, 3rdFirst, Second, Third

Properties of Numbered TextDistance between the numbers and the textSize of the numbersAmount of indentation of text in numbers

Properties of Numbered TextDistance between the numbers and the textSize of the numbersAmount of indentation of text in numbers


Inserting Tables in a DocumentInserting Tables in a Document Table.

A table is made of rows and columnsThe intersection of row and a column is called a cell. You can insert data

in a cell.

1. Create the table

2. Insert data in the table

3. Identify the format of the table

4. Change the format of the table

5. Save the document

Table.A table is made of rows and columnsThe intersection of row and a column is called a cell. You can insert data

in a cell.

1. Create the table

2. Insert data in the table

3. Identify the format of the table

4. Change the format of the table

5. Save the document Action Task

Create the table

1. Position the cursor where you want to insert the table

2. Click Table Insert Table (Table dialog box appears)

3. Give your table dimensions


Applying Borders and ShadingsApplying Borders and ShadingsBorder and Shading feature allows you to set off paragraphs or

selected text from the rest of the document by applying borders or appropriate shading effect.

Border and Shading feature allows you to set off paragraphs or selected text from the rest of the document by applying borders or appropriate shading effect.

Action Task

Apply borders and shading

1. Select a paragraph or block of text.

2. Select the Format Borders and Shading command to open the Borders and Shading dialog box


Borders: Enables you to apply borders to selected objects, such as text and

graphics. The Borders tab consists of the following options Setting: Select from the list of available borders. Style: Specify the type of line for the selected border Colour: Specify the colour for the selected border. Width: Specify the width for the selected line. Apply to: Apply the selected border to the paragraph, picture or

selected text. Page Border: Enables you to apply borders to the pages of a document.

Setting: Select the page border from a list of available borders. Style: Specify the type of line for the selected page border. Colour: Specify the colour for the selected page border. Width: Specify width of the selected line. Art: Select a graphical page border design. Apply to: Apply entire document, section, page, or the whole section

except the first page

Borders: Enables you to apply borders to selected objects, such as text and graphics. The Borders tab consists of the following options Setting: Select from the list of available borders. Style: Specify the type of line for the selected border Colour: Specify the colour for the selected border. Width: Specify the width for the selected line. Apply to: Apply the selected border to the paragraph, picture or

selected text. Page Border: Enables you to apply borders to the pages of a document.

Setting: Select the page border from a list of available borders. Style: Specify the type of line for the selected page border. Colour: Specify the colour for the selected page border. Width: Specify width of the selected line. Art: Select a graphical page border design. Apply to: Apply entire document, section, page, or the whole section

except the first page


Applying StylesApplying StylesA style is a collection of formatting characteristics that defines

the way in which text appears in a documentA paragraph style affects the appearance of the paragraph,

such as its alignment, line spacing, and tab settingsA text style affects the font style, size, or applies bold and italic

formats to the text in a paragraph. Built-in styles provided by Word can be availed by using the

Styles and Formatting command in the Format menu. Word also allows you to create new styles and copy these styles

using Format Painter.

A style is a collection of formatting characteristics that defines the way in which text appears in a document

A paragraph style affects the appearance of the paragraph, such as its alignment, line spacing, and tab settings

A text style affects the font style, size, or applies bold and italic formats to the text in a paragraph.

Built-in styles provided by Word can be availed by using the Styles and Formatting command in the Format menu.

Word also allows you to create new styles and copy these styles using Format Painter.


Inserting Headers and FootersInserting Headers and FootersHeaders and Footers are inserted in a document to display repetitive

information in the upper and lower margins of each pageHeaders and Footers may be either identical or different on each

pageHeaders and Footers can be edited in the Page Layout viewPurpose of a Header

Header is used to specify information, which has to be displayed on the top of every page in a document

Contents of a HeaderA header can contain the following:

Headers and Footers are inserted in a document to display repetitive information in the upper and lower margins of each page

Headers and Footers may be either identical or different on each page

Headers and Footers can be edited in the Page Layout viewPurpose of a Header

Header is used to specify information, which has to be displayed on the top of every page in a document

Contents of a HeaderA header can contain the following:

TextTimePictures

TextTimePictures

SymbolDate

SymbolDate


Inserting Headers and FootersInserting Headers and FootersDate

Types of Date Formats: Month/Date/Year

Example: 05/12/06 Date-Month-Year

Example: 12-05-06 Month Date, Year

Example: May 05, 2006

DateTypes of Date Formats:

Month/Date/Year Example: 05/12/06

Date-Month-Year Example: 12-05-06

Month Date, Year Example: May 05, 2006

SymbolSymbol is the representation of a character. The type of

symbol depends on the type of font selected.

SymbolSymbol is the representation of a character. The type of

symbol depends on the type of font selected.

Time:Types of Time Format

Hour: Minutes AM Example:10:35 AM

Hour: Minutes: Seconds AM Example: 10:35:40 AM

Time:Types of Time Format

Hour: Minutes AM Example:10:35 AM

Hour: Minutes: Seconds AM Example: 10:35:40 AM

Similarly, a Footer is used to specify any information, which has to be displayed on the bottom of each page in a document.

Similarly, a Footer is used to specify any information, which has to be displayed on the bottom of each page in a document.


Inserting Headers and FootersInserting Headers and FootersAction Task

Inserting Headers and Footers

1. Select the View Header and Footer option (Header and Footer displayed)

2. Create and edit the header text to paste graphics, apply styles, or format text by using the Header and Footer toolbar

3. Click the Close button to return to the main document

Note: You can also double-click the header/footer area of the page to edit it


When designing headers and footers, switch to the Print

Preview mode to see how the document appears in print

You can also have different headers and footers for the even- and odd-numbered pages in your document. How?

1. Select View Headers and Footers command

2. In the Header and Footer toolbar, click Page Setup icon the Layout tab is selected by default)

3. Select the Different odd and even check box, and click the OK button

When designing headers and footers, switch to the Print Preview mode to see how the document appears in print

You can also have different headers and footers for the even- and odd-numbered pages in your document. How?

1. Select View Headers and Footers command

2. In the Header and Footer toolbar, click Page Setup icon the Layout tab is selected by default)

3. Select the Different odd and even check box, and click the OK button


Inserting Columns in a DocumentInserting Columns in a DocumentPurpose of Putting Content in Columns

Text is written in columnar format in newspapers, newsletters, magazines and brochures

Content of columns is easily readable & distinguishableTypes of Columns

Word offers the following types of columns: One-indicates that there are no columns on the page Two-indicates that the page will have two equal sized

columns Three-indicates that the page will have three equal sized

columns Left-indicates that the left column will be of less width than

the other columns on the page Right-indicates that the right column will be of less width than

the other columns on the page

Purpose of Putting Content in ColumnsText is written in columnar format in newspapers,

newsletters, magazines and brochuresContent of columns is easily readable & distinguishable

Types of ColumnsWord offers the following types of columns:

One-indicates that there are no columns on the page Two-indicates that the page will have two equal sized

columns Three-indicates that the page will have three equal sized

columns Left-indicates that the left column will be of less width than

the other columns on the page Right-indicates that the right column will be of less width than

the other columns on the page


Inserting Columns in a DocumentInserting Columns in a Document

Inserting Column BreaksColumn breaks are used to force the text to move to the

new columnTo insert a column break, the steps are:

1. Click Insert Break

2. Select Column break. This will move all the text after the break to the beginning of the next column.

Inserting Column BreaksColumn breaks are used to force the text to move to the

new columnTo insert a column break, the steps are:

1. Click Insert Break

2. Select Column break. This will move all the text after the break to the beginning of the next column.

Action Task

Inserting column

1. Click Format Column (Column dialog box displayed)

2. Select required column


Working with TablesWorking with Tables A table is used to organize and present data in a structured

manner

A table is made up of horizontal rows and vertical columns and helps organize and present data in a structured manner

E.g., a scenario where you need to present the grades of different students over the last three years

You can group and organize the information in a concise and easy-to-read format as shown in the following figure:

You can use Word’s Table feature to create columns and rows. You can then add formatting to enhance the look of your table

A table is used to organize and present data in a structured manner

A table is made up of horizontal rows and vertical columns and helps organize and present data in a structured manner

E.g., a scenario where you need to present the grades of different students over the last three years

You can group and organize the information in a concise and easy-to-read format as shown in the following figure:

You can use Word’s Table feature to create columns and rows. You can then add formatting to enhance the look of your table


Creating TablesCreating TablesTo create a table, you need to specify the number of rows & columnsYou can add data (text or graphics) in each cell of a tableYou can use the arrow keys to move between table cells. By default, Word applies a border around the cells of a tableIf you remove the table border, you will see gridlines which are not printable

To create a table, you need to specify the number of rows & columnsYou can add data (text or graphics) in each cell of a tableYou can use the arrow keys to move between table cells. By default, Word applies a border around the cells of a tableIf you remove the table border, you will see gridlines which are not printable

Action Task

To create a table

1. Position the cursor at the location where the table needs to be inserted

2. Select the Table Insert Table command (Insert Table dialog box)

3. Make selections and click OK


Creating TablesCreating TablesThere are several Auto

Formatted Tables. The Table AutoFormat

dialog box is displayed, when selected:

There are several Auto Formatted Tables.

The Table AutoFormat dialog box is displayed, when selected:


Working with GraphicsWorking with GraphicsYou can insert graphics in Word documents to represent information that is

difficult to explain in textual form

These graphics can be in the form of images or pictures, and charts. Graphics can be in the form of:

Images or picturesCharts

Word supports many graphic file formats, such as:Joint Photographic Experts Group (.jpg)Portable Network Graphics (.png) Windows Metafile (.wmf)

In Word, you can insert images fromYour computer (personal image)Clip Art Gallery

Clip Art Gallery provides access to hundreds of professionally designed images, grouped into various categories

Other graphic files Images from different files and at different locations

You can insert graphics in Word documents to represent information that is difficult to explain in textual form

These graphics can be in the form of images or pictures, and charts. Graphics can be in the form of:

Images or picturesCharts

Word supports many graphic file formats, such as:Joint Photographic Experts Group (.jpg)Portable Network Graphics (.png) Windows Metafile (.wmf)

In Word, you can insert images fromYour computer (personal image)Clip Art Gallery

Clip Art Gallery provides access to hundreds of professionally designed images, grouped into various categories

Other graphic files Images from different files and at different locations


Inserting Images and PicturesInserting Images and Pictures

Click the Options button to specify the folders

Click the Options button to specify the folders

Action Task

To insert a Clip Art object

1. Position the cursor at the desired location.

2. Select the Insert Picture Clip Art command. If you are using the Clip Art for the first time, the Add Clips to Organizer dialog box is displayed

3. Click the Now button to catalogue the media file

4. After cataloguing the Insert Clip Art task pane is will be displayed


Inserting Charts and GraphsInserting Charts and GraphsChart is a visual representation of numerical data in a graphical

formatCharts represent trends and relationships among various sets of

dataDifferent types of charts available in Word include the following:

Column chartBar chartLine chartPie chart

Chart is a visual representation of numerical data in a graphical format

Charts represent trends and relationships among various sets of data

Different types of charts available in Word include the following:Column chartBar chartLine chartPie chart


Inserting Charts and GraphsInserting Charts and GraphsAction Task

To insert a Chart

1. Place the mouse pointer in the document where you want the chart to be displayed.

2. Select Insert Chart command (sample datasheet and chart are inserted in your document)

3. In the datasheet, you can either modify the sample data as per your requirements, or you can enter a new set of data.

4. To modify the type of chart, click the Chart Type () button on the Chart toolbar and select the required chart type from the drop-down list.


Inserting Charts and GraphsInserting Charts and Graphs


Working With Mail Merge, Page Layout And Printing Working With Mail Merge, Page Layout And Printing

Objectives Creating letters using Mail Merge Creating labels using Mail Merge Managing page layout Printing document

Objectives Creating letters using Mail Merge Creating labels using Mail Merge Managing page layout Printing document


Using Mail MergeUsing Mail Merge Mail Merge process involves combining the information from the data

source with the information in the main document Data source can be a Word file, or it can be any other file created in

another application Main document can contain text that does not change, and the

merge fields Consider a scenario where you are required to send yearly appraisal

of all students to their respective guardians These appraisal letters would contain some text that will remain

same for all recipients, while the information about each student, like the guardian name, address, and grades, will change

One way of doing this would be to print the letters, each time going back to the document and changing the address. This would require a lot of time and effort.

Another way is to use The Mail Merge feature of Word as a solution to this problem

Mail Merge process involves combining the information from the data source with the information in the main document

Data source can be a Word file, or it can be any other file created in another application

Main document can contain text that does not change, and the merge fields

Consider a scenario where you are required to send yearly appraisal of all students to their respective guardians

These appraisal letters would contain some text that will remain same for all recipients, while the information about each student, like the guardian name, address, and grades, will change

One way of doing this would be to print the letters, each time going back to the document and changing the address. This would require a lot of time and effort.

Another way is to use The Mail Merge feature of Word as a solution to this problem


The mail merge process involves taking information from one

document, known as the data source, and combining it with another document, known as the main document

The data source can be a Word file, or it can be any other file created in another application, which contains the personalized or customized information that changes in the main document

The main document can contain text that does not change, and also the merge fieldsMerge field code is a special instruction or a pointer in the

main document where you want information from the data source to be displayed in your merged document.

Data source can be created in external applications like Microsoft Access, Excel, or Outlook.

The mail merge process involves taking information from one document, known as the data source, and combining it with another document, known as the main document

The data source can be a Word file, or it can be any other file created in another application, which contains the personalized or customized information that changes in the main document

The main document can contain text that does not change, and also the merge fieldsMerge field code is a special instruction or a pointer in the

main document where you want information from the data source to be displayed in your merged document.

Data source can be created in external applications like Microsoft Access, Excel, or Outlook.


Performing mail merge involves three basic steps:

1. Creating a data source that contains the data for the merge fields

2. Creating the main document that contains the text of the letter/document

3. Merging the data source and the main document

Mail Merge Wizard can be used to create different types of documents, such as Letters, Labels, etc.

Performing mail merge involves three basic steps:

1. Creating a data source that contains the data for the merge fields

2. Creating the main document that contains the text of the letter/document

3. Merging the data source and the main document

Mail Merge Wizard can be used to create different types of documents, such as Letters, Labels, etc.


The Select document type

Letters: E-mail

messages:Envelopes: Labels:Directory:


Letters: E-mail

messages:Envelopes: Labels:Directory:

Action Task

Creating Letters Using Mail Merge Wizard

1. Open a Word document.

2. Select the Tools Letters and Mailings Mail Merge Wizard command (Mail Merge task pane displayed)



Letters: E-mail messages:Envelopes: Labels:Directory:


Letters: E-mail messages:Envelopes: Labels:Directory:

Action Task

3. Select the Letters radio button to specify the type of document that you want to create.

4. Click the Next: Starting document link in the Step 1 of 6 section to display the next screen of Mail Merge task pane


In the Select starting document section, choose the

appropriate option such asUse the current document: Enables you to add information

that you want to write to a recipient in the current documentStart from a template: Enables you to use a predefined mail

merge template Start from existing document: Enables you to modify the

contents of an existing document using Mail Merge wizard.

In the Select starting document section, choose the appropriate option such asUse the current document: Enables you to add information

that you want to write to a recipient in the current documentStart from a template: Enables you to use a predefined mail

merge template Start from existing document: Enables you to modify the

contents of an existing document using Mail Merge wizard.

Action Task

5. Select the Use the current document radio button.

6. Click the Next: Select recipients link in the Step 2 of 6 section to display the following screen of the Mail Merge task pane


Action Task

7. Select the Type a new list radio button.

8. Click the Create link in the Type a new list section to display the New Address List dialog box


Action Task

9. Using the New Address List dialog box, create the data source as per your requirements. Click the New Entry button to enter information for the next recipient

10. When all the required records are in place, click the Close button to close the New Address List dialog box


When you have added the first record in the New Address List,

the Cancel button changes to CloseThis displays the Save Address List dialog box

When you have added the first record in the New Address List, the Cancel button changes to Close

This displays the Save Address List dialog box

Type the name of the file in the File name text box and click the Save button to save the address list

Type the name of the file in the File name text box and click the Save button to save the address list

All the information that you have added to the data source is displayed in the Mail Merge Recipients dialog box

All the information that you have added to the data source is displayed in the Mail Merge Recipients dialog box


Action Task

12. Click OK button to close the Mail Merge Recipients dialog At this point, your data source is ready and you can

proceed to create the text for your letter and also specify the placeholders for merge fields.

13. Click the Next: Write you letter link in the Step 3 of 6 section to display the next screen of the Mail Merge task pane


You can create the text for your letter and also specify the placeholders for merge fields

The wizard helps you by providing various predefined options like, Address block, Greeting line and Electronic postage.

You can create the text for your letter and also specify the placeholders for merge fields

The wizard helps you by providing various predefined options like, Address block, Greeting line and Electronic postage.


Action Task

14.Click the Address block link in the Write your letter section to display the Insert Address Block dialog box

15. Specify the format for the recipient name and check the Insert company name and Insert postal address check boxes.

16. Click the OK button to insert the recipient name, company name, and postal address from the address list to a blank document, as displayed


Action Task

17. Go to the next line by pressing Enter key. Click the Greeting line link in the Write your letter section to display the Greeting Line dialog box

18. Select a format for the greeting line from the Greeting line format drop-down list.

19. Click the OK button to view the greeting line in the document

Action Task

20. Click the Next: Preview your letters link in the Step 4 of 6 section to display the next screen of the Mail Merge task pane

21. Click the Next: Complete the merge link in the Step 5 of 6 section to display the next screen of the Mail Merge task pane

22. In the Merge section, select one of the following option links


Managing Page LayoutManaging Page LayoutWord provides various page setup options such as alignment,

margins, and orientation to adjust the layout of the document on a paper

Page setup options include:

Margins: Allows you to change the default page margins

You can set custom margins for a document In general, margins affect all the pages of a document.

Also, headers and footers are contained in the top and bottom margins, so make sure you do not decrease the margins too much or the header and footer information might not print completely

It’s always a good practice to preview the entire document before printing if you have adjusted the margins.

Word provides various page setup options such as alignment, margins, and orientation to adjust the layout of the document on a paper

Page setup options include:

Margins: Allows you to change the default page margins

You can set custom margins for a document In general, margins affect all the pages of a document.

Also, headers and footers are contained in the top and bottom margins, so make sure you do not decrease the margins too much or the header and footer information might not print completely

It’s always a good practice to preview the entire document before printing if you have adjusted the margins.


Managing Page LayoutManaging Page LayoutPage orientation: Allows you to adjust objects that do not fit the

page width-wise

Sometimes, you can choose to print the document in landscape orientation rather than the default portrait orientation

Paper size: Allows you to change the current page size for printing purposes

For certain documents, you might need to change the paper size for printing.

Page break: Allows you to create a new page when there is more text on a page than the margins can accommodate

When there is more text on a page than the margins, Word creates a new page by inserting a page break. Word’s page breaks do not always fall where you want them to in a document, so when you have completed a long document, you will often need to paginate it manually by adding page breaks

Page orientation: Allows you to adjust objects that do not fit the page width-wise

Sometimes, you can choose to print the document in landscape orientation rather than the default portrait orientation

Paper size: Allows you to change the current page size for printing purposes

For certain documents, you might need to change the paper size for printing.

Page break: Allows you to create a new page when there is more text on a page than the margins can accommodate

When there is more text on a page than the margins, Word creates a new page by inserting a page break. Word’s page breaks do not always fall where you want them to in a document, so when you have completed a long document, you will often need to paginate it manually by adding page breaks


Managing Page LayoutManaging Page Layout


Printing DocumentsPrinting DocumentsAction Task

To print a document

1. Select File Print command (Print dialog box displayed)

2. Select the name of the printer from the

3. Select the number of copies to be printed from the Number of copies spin box.

4. Select the applicable radio buttons

Task

5. Click the OK button to close the Print dialog box

An Introduction to MS WORD

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Transcript of An Introduction to MS WORD