MS-WORD 2007
Introducing Word 2007
Opening Ms-Word
Working with word document
Editing and proofing of documents
Saving a document
Microsoft Office Word 2007 is a stylish word processing program that helps you quickly and efficiently formats all the business and personal documents you are ever likely to need. You can use Word to:
Creation of a simple and business document like letter, report, notice, newspaper article and etc.
To give a uniform look in documents with the help of fonts, font size, font colour and the page background.
A personalized letter can be easily sent to multiple receivers without typing the content repetitively.
Opening Microsoft Word
1) Click Start buttonAll ProgramsMicrosoft OfficeMicrosoft Office Word 2007.
Alternative Way
1) Right-clickChoose New from the pop-up menu.
2) Click Microsoft Office Word document from the sub-menu.
3) Double-click on the Ms-word icon to open.
The Word window has many features to help you in creating and editing documents.
Working with Word Document
Microsoft Office Word 2007 allows you to create and edit documents, such as letters, reports, invoices, plays, and books. The book you are reading now was written in Word. In the computer, a document is called a file, an object that has been given a name and is stored on a disk drive.
Simply starting Word opens up a blank document pane into which you can start typing a new document immediately. The blinking bar in the upper-left corner of the document pane, called the insertion point, indicates where the text you type will appear. Simple Text Formatting
1) Select the desired text that you to format
2) Click Bold, Italic, Font colour command etc on the Home tab in the Font group.
Title Bar
Office Menu
Quick Access Toolbar
Tabs on the Ribbon
Group
Document Area
Ruler
Dialog Box Launcher
Close
Scroll Bar
Status Bar
View Toolbar
Zooming Scale
Minimize
Maximize/Restore
You can also use the MiniToolbar. The Mini Toolbar is activated when you select text to be formatted. This toolbar is small and semi-transparent to help you work with fonts, font styles, font sizing, alignment, text color, indent levels, and bullet features.
Formatting using Font Group
Font group provides the quickest way for controlling various fonts attributes such as the font and the font size, color etc. you can also access several more font attributes in the Font dialog box. To access the Font group, just click the Home ribbon.
Insertion point
Font
Font is the Type face you use for entering any text in your document. Each font has a particular look and feel that makes it unique. Each font is identified with different names such as Arial, Courier, Times New Roman etc.
Different Fonts and their looks:
Institute of Computer Accounts Font used “Britannic Bold”
Institute of Computer Accounts Font used Algerian
Size
Change the font size. Enter or select the desired size like 10, 12 etc
Basic formatting
Bold: Click the bold button () on the Home ribbon or press Ctrl + B.
Italics: Click the italics button () on the Home ribbon or press Ctrl + I.
Underline: Click the underline button () on the Home ribbon or press Ctrl + U.
Strikethrough
Simply it places horizontal line through the text. Example : Sumit Gupta
Superscript &
Subscript
Select the text that you want to format as superscript or subscript.
Superscript: (Press CTRL+SHIFT+= ) Text is made smaller and placed above the base line. Examples: Superscript a2
Subscript: (Press CTRL+= ) Text is made smaller and placed below surrounding the text .Examples: Subscript : H2O
Change Case
Text can be changed in Sentence case, lowercase, Uppercase, Capitalize Each Word or Toggle case.
Font Color
Change the text color.
Text Highlight Color
You can use it to highlight text to remember or to point out information for others.
Grow/Shrink Font
Grow Font button or the Shrink Font button to increase or decrease the font size.
Clear formatting
Clear all the formatting from the selection leaving only the plane text.
Editing and Proofing Documents Selecting Text
Select a word: Click and drag or Double-click on the word.
Select a sentence: Click and drag or click in the sentence while holding down the CTRL key.
Select a paragraph: Click and drag or triple-click in the paragraph or double-click in the selection area to the left of the paragraph.
Select a block of text: Click and drag or click to the left of the first word, hold down the SHIFT key, and then immediately click to the right of the last word.
Select a line: Click and drag or click in the selection to the left of the line.
Select an entire document: Triple-click in the selection area or hit the CTRL + A keys.
Deleting text: Select the text and hit the DELETE key.
Undo an action: On the Quick Access Toolbar click the Undo key. Deleting Text
When deleting text in your document you can either use the Delete key or the Backspace key. The Delete key deletes text to the right of your cursor while the Backspace key deletes text to the left of your cursor.
Cut, Copy and Paste
Often times you will need to move text from one location in a document to another, or to a different application. In this case you will perform a Cut and Paste. To reproduce a specific part of a document and place it elsewhere, you will perform a Copy and Paste.
To Cut Text:
1) Select the text you want to move.
2) Click on the Cut icon located on the Home tab in the Clipboard group.
~OR~ Press CTRL+X from keyboard to cut the selected text.
To Copy Text:
1) Select the text you want to copy.
2) Click on the Copy icon located on the Home tab in the Clipboard group.
~OR~ Press CTRL+C from keyboard to copy the selected text.
To Paste Text:
1) Click in the area of the document where you want to paste your text.
2) Click on the Paste icon located on the Home tab in the Clipboard group.
~OR~ Press CTRL+V from keyboard to paste the copied text.
Simple Paragraph Formatting
A paragraph is a select group of text that can have its own formatting characteristics, such as alignment, spacing and styles.
Formatting using Paragraph Group
To access the Paragraph group, just go to the Home tab.
Left Alignment
Aligns each line of the paragraph at the left margin.
Center Alignment
Aligns the center of each line in the paragraph between the left and right margins
Right Alignment
Aligns each line of the paragraph at the right margin.
Justify Alignment
Align text to both left and right margin, adding extra space between words as necessary.
Line Spacing
Change the spacing between lines of text.
Shading
Colour the background behind the selected text or paragraph.
Border
Apply border on the selected text.
Show/Hide
Show Paragraph marks and other hidden formatting symbols.
Sort
Alphabet-wise sorting text or sort numerical data.
Decrease Indent
Decreases the indent level of the paragraph.
Increase Indent
Increased the indent level of the paragraph.
Multilevel List
Create different multilevel list styles.
Numbering
Used to create numbered list.
Bullets
Used to create a bulleted list. Measurement Units
Ms Word uses different measure units. By default all measurement values are set in Inches. However, you can change it. Following are the steps to change measurement:
Click Office MenuWord OptionsAdvanced
Select the required measurement system from the Show Measurement in Units drop down.
The following Figure shows how the Advanced dialog box containing measurement units drop-down list appears.
Saving a New Document
1) On the Quick Access Toolbar, click the Save button
~OR~
2) Click the Office Button.
3) Click Save As, the Save As dialog box will appear.
4) In the File Name field, type the name of the document.
5) Click Save button. Closing a Document
1) Click the Office ButtonClose.
2) If a Microsoft Office Word dialogue box appears displaying a “Do you want to save…?” message:
3) Click Yes to save, No to discard, or Cancel to close the dialogue box.
Opening an Existing Document
1) Select the file from a specific location and double-click on it to open.
~OR~
2) Open a new word document, click Office ButtonOpen to display Open dialog box.
3) Select the file name and click Open button. Class Exercise
1) Open a new word document and keep the following text within your document.
2) Keep a heading as ‘Tips for Writing a Precis’ at the beginning of the text matter.
3) Select the heading ‘Tips for Writing a Precis’ and apply the following formatting :
(a) Font Face - Britannic Bold
(b) Font Size - 20 Points
(c) Colour - Blue
(d) Alignment - Center
4) Select the text ‘Goals of the Precis’ and apply the following formatting:
(a) Font Face - Stencil
(b) Font Size - 14 Points
(c) Colour - Red
(d) Alignment - Center
5) Format rest of the content as follows:
(a) Font Face - Cambria
(b) Font Size - 12 Points
(c) Alignment - Justify
6) Make a copy of the entire content at the end of the current document area.
7) Keep the following matter at the end of the document as given below
Sulphuric Acid= H2SO4 ; Water=H2O ; Algebraic Formula: a2+2ab+b2
8) Finally save your work under C:\Candidates folder with your name followed by Word-01 (e.g. Arjun_Word-01).
Formatting of text
LEARNING OBJECTIVES
Using the clipboard
Font and paragraph Formatting
Change Case
Drop cap
The Clipboard is a location in the computer’s memory that is used to store information temporarily. The Office Clipboard can store up to 24 objects, both text and pictures, and pass those objects within or among other Office programs. Once the Office Clipboard is enabled, all objects that are cut or copied to it are kept on the Office Clipboard until the 25th object is cut or copied, which will replace the first object. All objects on the Office Clipboard are lost from the Clipboard when the computer is turned off.
To enable office clipboard, follow the steps:
1) Click Clipboard dialog box launcher on the Home tab to display clipboard task pane.
2) Now copy or cut any text item, it will automatically appear in the clipboard. You will also see a notification in the bottom right hand corner of your screen, confirming that the item has been collected.
3) To paste an item from the clipboard, place your cursor to a location where you want to paste. Then click the down-arrow next to the copied item on clipboard task pane and click Paste.
Clipboard task pane
Note: To delete all items, click Clear All on the Clipboard task pane. To delete a single item, click the down arrow next to the item and click delete.
Advanced Font Formatting
When you type text in a document, it displayed in a particular font. Each font consists of characters, number and symbols that share a common designed. By default the font used for text in a new Word document is Calibri, but you can change the font at any time.
There’s a place in Word document where all your font-formatting delights are kept in a neatly organized fashion. It’s the Font dialog box, shown in the Figure below.
1) To call upon the Font dialog box, click the Dialog Box Launcher button in the lower-right corner of the Font group on the Home tab or press Ctrl+D.
2) In the Font tab, select the font, font style and font size.
3) To change font colour, click Font Color and then click a color.
4) If you want, click Underline list arrow, click a style, click Underline Color list arrow, and then click a color.
5) Click OK button.
Changing Character Spacing:
1) Select the text that you want to format.
2) Click the Home tabClick Font Dialog Box Launcher.
3) Click the Character Spacing tab.
4) Click the Spacing list arrow, click an option, and then specify a point size to expand or condense spacing by the amount specified.
5) Click the Position list arrow, click an option, and then specify a point size to raise or lower the text in relation to the baseline (bottom of the text).
6) Select the Kerning for fonts check box, and then specify a point size.[Kerning is the amount of space between each individual character that you type.]
7) Check the results in the Preview box.
8) To make the new formatting options the default for all new Word documents, click Default, and then click Yes.
9) Finally click OK button. Advanced Paragraph Formatting
As you know, you create a paragraph by typing text and then pressing the enter key. The paragraph can be a single sentence or multiple sentences. You can change the look of a paragraph by changing its alignment and line spacing. You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting.
1) Go to the Home tabclick the Dialog Box Launcher button in the lower-right corner of the Paragraph group.
2) In the Indents and Spacing tab, select the Alignment, Indentation and Spacing as required.
3) Click Line and Page Breaks tab and select the required check box as required.
The Font dialog box contains all the commands for formatting text, even quite a few that didn’t find their way into the Font group.
Please note the lovely Preview window, at the bottom of the Font dialog box. This window allows you to preview changes to your text.
Changing the CASE of the Text
Now there’s a handy way to change the case of text. For example, after entering text in a document, you decide you want to highlight one of the words by changing all the letters in the word to all caps. To change the case of text in Word, use the Change Case command button in the Font group.
To change the case of text:
1) Select the text you want to change.
2) On the Home tabClick the down arrow of Change Case commands to display a menu of option,
The Change Case command offers five options:
Tips: You can also use the Shift+F3 command to change the case of selected text. But that keyboard shortcut cycles between only three of the menu options: ALL CAPS, lowercase, and Capitalize Each Word.
Drop Capital
A drop cap is an especially large letter, usually at the beginning of a paragraph. The letter drops from the top of its own line down several lines below. Drop caps are usually used for just the first letter in a book, chapter or article.
Select the paragraph or leave the cursor within the paragraph that you want to begin with a dropped capital letter.
1. On the Insert tab go to Drop Cap button, from the drop down list point to the different choices to see the effect. Refer to figure above.
Click Drop Cap Option, Font style for the dropped capital letter and for how many lines you want to drop. If Dropped letter is overlapping with the normal text of the paragraph you can set some distance between dropped letter and normal text by declaring the amount of space on Distance from text. Refer to figure above.
Widow/Orphan control: The fist line and the last line of a paragraph are known as Widow and Orphan lines. If this option is ON then word does not allow the singly standing first line of a paragraph at the end of the page or the singly kept apart last line at the beginning of the page.
Keep lines together: Prevents a page break within a paragraph.
Keep with next: Prevents a page break between the selected paragraph and the following paragraph.
Page break before: Inserts a page break before the selected paragraph.
Suppress line numbers: Prevents line number from appearing next to selected paragraphs.
Don’t hyphenate: Excludes a paragraph from automatic hyphenation.
Class Exercise
1) Open your last save word document.
2) Select all the ‘Goals of the Precis’ from the document and apply Bullet format.
3) Select first Paragraph “ A well-written …………constitutional reform” and apply the following formatting decisions:
(a) Left Indent - 1.5 Cm
(b) Before Spacing - 12 Points
(c) After Spacing - 12 Points
(d) Line Spacing - 1.15 Lines
4) Enter the following text at the end of your current document and format as given below.
OFFICE ONE NOTE
Office OneNote is essentially an online notepad, a program that you use as you would a three-ring binder. You can divide a OneNote notebook into sections and add pages for notes, drawing, lists and records. You can also add electronic printouts to a OneNote notebook, audio and video recordings and copies of and links to web sites. You need to learn the following:-
Types of Notebook
Organising Notebook
Tagging Types of Notes
Printing to One Note.
5) Apply first-line indent on the paragraph of Office One Note.
6) Apply upper case on the sentence “Types of Notebook”.
7) Interchange the position of texts ‘Organising Notebook’ and ‘Tagging Types of Notes’.
8) Apply toggle case on the sentence “ Printing to One Note”.
9) Make three (3) copies of ‘Office One Note’ using the clipboard.
10) Save the document with the your under under C:\Candidates folder followed by Word-02 (e.g. Arjun_Word-02).
Bullets, numbering and borders- shading
LEARNING OBJECTIVES
Bullets and numbering
Borders and shading
Creating Bulleted and Numbered Lists
The best way to draw attention to a list is to format the items with bullets or numbers. You can even create multi-level lists. For different emphasis, change any bullet or number style to one of Word’s many predefined formats. For example, switch round bullets to check boxes or Roman numerals to lowercase letters. You can also customize the list style or insert a picture as a bullet Create a Bulleted List
1) Click where you want to create a bulleted list.
2) Click the Home tabClick the Bullets button arrow and then select a bullet style.
3) Type the first item in your list, and then press Enter.
4) Type the next item in your list, and then press Enter.
5) Click the Bullets button, or press Enter key again to end the list. Create a Numbered List
1) Click where you want to create a numbered list.
2) Click the Home tabClick the Numbering button arrow, and then select a numbering style.
3) Type the first item in your list, and then press Enter.
4) Type the next item in your list, and then press Enter.
5) Click the Numbering button, or press Enter key again to end the list.
Tips: You can quickly create a numbered list. Click to place the insertion point at the beginning of a line, type 1., press the Spacebar, type the first item, and then press Enter. Type the next line in the list or press Enter or Backspace to end the list.
Create a Multi-Level Bulleted or Numbered List
The new Multilevel List button makes it easy for you to create a list of items at different levels. There are several multilevel list styles from which you can choose. After choosing a style, Word will automatically format the paragraph indents and number each paragraph.
1) Choose the number formats, the font settings, and the position for each level.
2) Choose whether you want the list style to be available only in the current document or all new documents based on this template.
3) When you have defined each level, click OK.
Applying Borders and Shading
To enhance the appearance of the text in a paragraph, you can format it using the buttons in the Paragraph group on the Home tab. You can quickly add a border and shading to selected text.
Apply a Border:
1) Select the paragraph text you want to format.
2) Click the Home tab.
3) Click the Borders and Shading button arrow, and then click to select the border commands to add or remove a border.
Apply Paragraph Shading and Borders:
1) Select the paragraph text you want to format.
2) Click the Home tab.
3) Click the Borders and Shading button arrow, and then click Borders and Shading.
4) Click the Borders tab.
5) Click to select the type of Setting you
want for your border.
6) Click to select the type of Style.
7) Apply any other options you want.
8) Look in the preview box to see the new
border.
9) Click the Shading tab.
10) Click to select the shading fill color you
want to apply to your table.
11) Apply any other options you want.
12) Look in the preview box to see the new shading color.
13) Finally Click OK.
Shading
Border
Class Exercise
1) Open a new word document and prepare the following matter as it is with necessary formatting.
Word Features
Margins
Zoom
Header & Footer
Page Setup
Tab Settings
2) Prepare the following matter just below the Word Features as it is with necessary formatting to give a smooth look.
TOP 3 FIFA CHAMPION
Brasil- 5 times
In the Year
1. 1958
2. 1962
3. 1970
4. 1994
5. 2002
Italy- 4 times
In the Year
1. 1934
2. 1938
3. 1982
4. 2006
Germany-3 times
In the Year
1. 1954
2. 1974
3. 1990
3) Select the text ‘Word Features’ and give double-line border and a light pink shade.
4) Apply 3-D page border to the entire document. The colour of the border should be orange.
5) Save your work under C:\Candidates folder with your name followed by Word-03 (e.g. Arjun_Word-03).
Page Setup and column styles
LEARNING OBJECTIVES
Page orientation
Page setup
Page margin
Page number
Columns
Every document you produce and print might need a different page setup. You can achieve the look you want by printing on a standard paper size (such as letter, A4 or Legal), international standard paper sizes, or any custom size that your printer accepts. The default setting is 8.5 x 11 inches, the most common letter and copy size. You can also print several pages on one sheet. You can also select the page orientation (portrait or landscape) that best fits the entire document or any section. Portrait orients the page vertically (taller than it is wide) and landscape orients the page horizontally (wider than it is tall). Set the Page Orientation and Size Quickly
1) Click the Page Layout tab.
2) To quickly change the page orientation, click the Orientation button, and then click Landscape or Portrait.
3) To quickly change the page size, click the Size button, and then click the size you want.
Set Custom Page Size Options
1) Click the Page Layout tab.
2) Click the Page Setup Dialog Box Launcher, or click the Size button, and then click More Paper Sizes.
3) Click the Paper tab.
4) Click the Paper Size list arrow, and then select the paper size you want, or specify a custom size.
5) Select the paper source for the first page and other pages.
6) Click the Apply To list arrow, and then click This Section, This Point Forward, or Whole Document.
7) Verify your selections in the Preview box.
8) To make your changes the default settings for all new documents, click Default, and then click Yes. Setting Page Margin
If your document has multiple pages, your margin settings will depend upon how you want to publish the pages. For example, will you bind the pages? Punch holes in the margin and put the pages in a binder? Fold the pages into a booklet? Word offers several options to help you choose the appropriate margin settings for all of these options.
1) Click the Page Layout tab.
2) Click the Margins button in the Page Setup group.
3) Choose any margin setting from a list of predefined margin settings option or you can customize your own by clicking Custom Margins at the bottom of the menu. The Page Setup dialog box will display
4) Enter your own desired settings like Top, Bottom, Left, Right and gutter margin. Specify the gutter position as left or top.
5) To make your changes the default settings for all new documents, click Default, and then click Yes.
6) Finally click OK button.
Inserting Page Number to a Document
Page numbers help you keep your document in order or find a topic from the table of contents. Number the entire document consecutively or each section independently; picks a numbering scheme, such as roman
numerals or letters. When you insert page numbers, you can select the position and alignment of the numbers on the page. Insert and Format Page Numbers
1) Click the Insert tab.
2) Click the Page Number button.
3) Point to the position you want (Top of Page, Bottom of Page, Page Margins, or Current Position), and then select a position.
4) Click the Page Number button, and then click Format Page Numbers.
5) The Page Number Format dialog box appears.
6) Click the Number format list arrow, and then select a numbering scheme.
7) Select the starting number.
8) Click OK.
Arranging Text in Columns
Newspaper-style columns can give newsletters and brochures a more polished look. You can format an entire document, selected text, or individual sections into columns. You can create one, two, or three columns of
equal size. You can also create two columns and have one column wider than the other. Word fills one column with text before the other, unless you insert a column break. Create Columns
1) Click the Page Layout tab.
2) Select the text you want to arrange in columns.
3) Click the Columns button.
4) Select the number of columns you want.
Insert a Column Break
1) Click where you want to insert a column break.
2) Click the Page Layout tab.
Column Divider
3) Click the Break button, and then click Column.
4) The text jumps up to the top of the next column.
Cursor Position
Class Exercise
1) Open a new word document with the following specification:
Page Size : A4 (8.27’’x11.69’’)
Orientation : Portrait
Margin : 1’’ each
Gutter : 0.5’’
2) Keep the following text within your document.
Care and Maintenance
Occasional cleaning of your scanner helps ensure higher-quality scans. The amount of care necessary depends upon several factors, including the amount of use, and the environment. You should perform routine cleaning as necessary. For all care and maintenance procedures required for the scanner, please see the Care and maintenance section for your scanner in the onscreen Help.
In HP Routine cleaning and maintenance should include cleaning the scanner glass and the transparent materials adapter (TMA). Avoid placing items that have sharp edges in the scanner. Doing so can damage the scanner. Before placing an item on the scanner glass, make sure that the item does not contain wet glue, correction fluid, or other substances that can be transferred to the glass.
3) Divide the above content in two (2) columns and it should look like as shown below.
4) Insert page number at the bottom of each page and the format of page number. It should look like ‘Page|1, Page|2, etc.
5) Save the document under C:\Candidates folder with your name followed by Word-04 (e.g. Arjun_Word-04).
Page break and header - footer
LEARNING OBJECTIVES
Page break
Header & Footer
Page Breaks and Section Breaks Using Page layout Tab
Word uses breaks to specify parts of a document that have different page orientation, columns, or headers and footers and also allow the user to specify where the different formatting will begin and end.
The following gives a brief description of the different types of break available in Word 2007: Page Breaks Page
A page break will force everything after the break onto a new page. In effect it marks the point at which one page ends and the next page begins. Column
A column break will force everything after the break into the next column Text Wrapping
Specifically for web pages and blog entries, a text wrapping break separates text around objects, such as caption text from body text. Section Break Next Page Section Break
A next page section break firstly marks a section break in the document, and then starts a new page, just like a Page Break.
Ways of breaking your text or a whole document.
Continuous Page Section Break
This is the same as the Next Page Section Break, except it does not start a new page. Even Page Section Break
An even page break is just like a Next Page Section Break, except that it will start a new section on the next even-numbered page. Odd Page Section Break
Similar to the Next Page Section Break and Even Page Section Break, except that it will start a new section on the next odd numbered page. Page Break
Create Page Breaks
1) Place your cursor where you want to insert a column break.
2) Go to Page Layout tabclick the Breaks button on the Page Setup group.
3) In the gallery that appears, click on Page option.
4) The second paragraph moves to the next page. Header and Footer
A header is text printed in the top margin of every page within a document. Footer text is printed in the bottom margin. Commonly used headers and footers contain your name, the document title, the filename, the print date, and page numbers. If you divide your document into sections, you can create different headers and footers for each section.
Create and Edit Headers and Footers
1) Click the Insert tabClick the Header button.
Cursor Position
2) Click a built-in header; click Edit Header to modify an existing one.
3) The Design tab under Header & Footer Tools displays on the Ribbon.
4) If necessary, click the Go to Footer button on to display the header or footer text area.
5) Click the footer box, and then type the text you want or insert page number. Edit and format footer text as usual.
6) To insert common items in a header or footer, click a button (Date & Time, Quick Parts, Picture, or Clip Art) in the Insert group.
7) When you’re done, click the Close Header and Footer button.
Finding and Replacing Text
LEARNING OBJECTIVES
Find and replace
Grammar checking
Tab setting
The Find and Replace commands make it easy to look for text and make changes as necessary. For example, you might want to find each figure reference in a long report to verify that the proper graphic appears. When you use the Find command, Word highlights the word or phrases that it finds in the document. You can use the Reading Highlight button to specify whether to highlight the current find or all the items found in the document.
Find Text
1) Click at the beginning of the document.
2) Click the Home tabFindclick Find.
3) Type the text you want to find in the ‘Find what ‘ box.
4) To highlight all items found, click the Reading Highlight button, and then click Highlight All.
5) To specify where you want to find, click the Find in button, and then click Current Selection or Main Document.
6) Click Find Next until the text you want to locate is highlighted.
7) You can click Find Next repeatedly to locate each instance of the content.
8) To find all places with the contents you want, click Find All.
9) If a message box opens when you reach the end of the document, click OK.
10) Click Close or Cancel. Replace Text
1) Click at the beginning of the Office document.
2) Click the Home tab.
3) Click the Replace button, and then click Replace.
4) Type the text you want to search for in the ‘Find what’ box
5) Type the text you want to substitute in the ‘Replace with’ box.
6) Click Find Next to begin the search, and then select the next instance of the search text.
7) Click Replace to substitute the replacement text, or click Replace All to substitute text throughout the entire document.
8) You can click Find Next to locate the next instance of the content without making a replacement.
9) If a message box appears when you reach the end of the document, click OK.
10) Click Close or Cancel. Checking Spelling and Grammar
When you type a document, a red wavy line appears under words not listed in word’s dictionary (such as misspellings or names) or duplicated words. A green wavy underline appears under words or phrases with grammatical errors. You can correct these errors as they arise or after you finish the entire document. Before you print your final document, use the Spelling and Grammar Checker to ensure that your document is error free. Word does not automatically check grammar and spelling during the document creation process.
The document below shows spelling and grammatical mistake.
Correct Spelling and Grammar as you type
To rectify spelling and grammatical mistake, using dialog box:
1) Go to the Review tab Click Spelling and Grammar button.
2) The Spelling and Grammar dialog box opens; the spelling and Grammar dialog box also suggests a
corrected version.
Choose a correct spelling from the ‘Suggestion’ box and click change button to make a substitution. Click the
Ignore Once button to skip the word or rule, or click the Ignore All button or the Ignore Rule button to skip
every instance of the word or rule. If no suggestion is appropriate, click in the document and edit the text
yourself.
1) Click the OK button to return to the document.
Tabs Settings
Tabs can be used to create parallel columns, vertically aligning text within a document. Tab stops are markers.
Pressing the Tab key moves the cursor from one tab stop to the next. One of the most common uses of a tab is
to indent the first line of a paragraph. A new document includes tab stops at half-inch (0.5”) intervals. These
default tab settings do not display on the Ruler. The default tab stops are dark gray tick marks that appear on
the gray bar at the bottom of the ruler. Using the ruler can change the default or the Tabs dialog box. You need
to choose both the alignment type and the location for each tab stop you want to use.
There are five basic types of tab stops.
Left This is the default type; text appears to the right of the tab stop.
Center Text is centered under the tab stop.
Right Text appears to the left of the tab stop.
Decimal This type is used for numeric entries. Text lines up with the decimal point.
Bar This type is used to create a vertical line between columns of tabbed data.
1) Press Tab. Type the text for the first column.
2) Press Tab. Type the text for the second column.
Spelling mistake
Grammatical mistake
3) Press Tab. Type the text for the third column.
4) Press Enter to end that line and start a new line.
5) Repeat the steps from 3 to 5 for the next lines
6) To add leader, double-click on tab marker set on the horizontal ruler to display to display Tabs dialog box.
7) Choose tab stop position and then select a leader style. Click OK to apply leader. Footnote and Endnote
Footnotes are used to provide additional information that is inappropriate for the body of the text, and to document your reference for information or quotes presented in the body of the document. A Footnote is printed at the bottom of page where it is referenced. Creating and manipulating Endnotes is identical to perform the same functions for footnotes. An Endnote is also an explanatory note or reference but it is printed at the end of document. Footnote or Endnote Creation
To insert a footnote or endnote follow the steps:
1. Place the cursor at the right end of the text, for which you want to insert a reference text.
2. From the References tab click the Insert Footnote button for a footnote or the Insert Endnote button for an endnote. Then type your footnote or endnote text.
3. To create a customized footnote or endnote, click the Footnotes Dialog Box Launcher.
4. Click the Footnotes or Endnotes option, click the list arrow next to the option, and then select the location where you want to place the footnote or endnote.
5. Then select nature of numbering system for reference marker.
6. Symbol button can be used to insert any customized symbol when select Customize mark for Numbering.
7. Click Insert to insert a reference mark in the text. Word moves the insertion point to the bottom of the page corresponding to the number of the reference mark.
8. Type the text of your footnote or endnote.
9. Click the Show Notes button and the Next Footnote button to show/hide notes and locate them.
10. Click in the document to continue with your work. Bookmark
Bookmarks are named locations in a document. In lengthy documents, sometimes we require to mark different locations as it can move us quickly to that location. Creation of bookmarks
To create a bookmark, position the insertion point at the location of the document where the bookmark is to appear,
1. On the Insert tab click the Bookmark button to display the Bookmark dialog box.
2. Type any name for the bookmark in Bookmark name text box, and then click add button. Repeat these steps as many times as may be required in a document to insert bookmarks.
3. To switch between bookmarks, use Go To option. Go To dialog box, select Bookmark option from the list then select the name of bookmark from the drop down list. Click Go To button. Immediately it will take you to the location where bookmark has been set.
4. To remove an existing bookmark, open the Bookmark dialog box, select the name of the required bookmark from the given list and click on Delete button. Creating Hyperlink using Bookmark
Word will automatically format your text as a hyperlink, and the tooltip will appear when the user hovers over the link. The hyperlink points to the bookmark, which is where the hyperlink is. That is, it links to itself. So a user who clicks the link will, effectively, jump to nowhere.
1. To create a hyperlink bookmark, select the text or position where you want to insert a hyperlink.
2. Go to Insert tab Click the Hyperlink or press Ctrl + K. The following hyperlink dialog box will appear.
3. To create a link with a Bookmark,
click on the Bookmark drop-down
menu. Choose your bookmark from
the dropdown list. Click on OK.
4. After create a link when the visitor
clicks on the link, it goes to the
target.
Class Exercise
1) Open a new word document.
2) Type =RAND() and press enter to insert random text as shown below.
3) Keep each paragraph in separate page.
4) Place a header for all pages as “Annamalai University”; give alignment as Center and font size = 16.
5) Allow page number at the footer and give alignment as right.
6) Do the following tabular job in the first page of your document using suitable tab setting.
SL.NO BILL.NO. PARTY NAME AMOUNT
01 SAF/001 K.R.Biswanath ---------------------------------- 270,000.00
02 SAF/002 Raja Jhunjhunwala ----------------------------- 520,000.00
03 SAF/003 Manoj Singh ------------------------------------- 170,000.00
04 SAF/004 Suman Dey -------------------------------------- 150,000.00
05 SAF/005 Mimi Basak -------------------------------------- 270,000.00
7) Search the text “you” from your current document and replace with the text “We”
8) Run the spell checker for the entire document.
6) Save the document under C:\Candidates folder with your name followed by Word-05 (e.g. Arjun_Word-05).
Styles and formatting
LEARNING OBJECTIVES
Style
Clip art
Word art Changing a Style Set
You can use style sets in Word to quickly format a document with a distinct style. Word provides predefined style sets —such as Classic, Elegant, Simple, Modern, Formal, Fancy, and Distinctive—to make it easy to format an entire document. Each style set consists of a variety of different formatting style combinations, which you can view using the Quick Style gallery.
Creating and Modifying Styles
Word provides a variety of styles to choose from. But sometimes you need to create a new style or modify an existing one to get the exact look you want. When you create a new style, specify if it applies to paragraphs or characters, and give the style a short, descriptive name that describes its purpose so you and others recall when to use that style.
Create a New Style:
1) Select the text whose formatting you want to save as a style.
2) Click the Home tab.
3) Click the scroll up or down arrow, or click the More list arrow in the Styles group, and then click Save Selection as a New Quick Style.
4) Type a short, descriptive name.
5) Click Modify button.
6) Click the Style type list arrow, and then click Paragraph to include the selected text’s line spacing and margins in the style, or click Character to include only formatting, such as font, size, and bold, in the style.
7) Click the Style for following paragraph list arrow, and then click the name of style you want to be applied after a paragraph with the new style.
8) Select the formatting options you want.
9) To add the style to the Quick style gallery, select the Add to Quick Style list check box.
10) Click OK.
11) Click OK.
Locating and Inserting Clip Art
To add a clip art image to a document, you can click the Insert Clip Art button on the Insert tab to open the Clip Art task pane. The Clip Art task pane helps you search for clip art and access the clip art available in the Clip Organizer and on Office Online, a clip gallery that Microsoft maintains on its Web site.
Locate and Insert Clip Art
1) Click the Insert tab.
2) Click the Clip Art button.
3) Type the keyword(s) associated with the clip you are looking for.
4) To narrow your search, do one of the following:
To limit search results to a specific collection of clip art, click the Search In list arrow, and then select the collections you want to search.
To limit search results to a specific type of media file, click the Results Should Be list arrow, and then select the check box next to the types of clips you want to find.
To access clip art on Office Online, click the link at the bottom of the Clip Art task pane. Search and download images from the Office Online Web site.
5) Click Go.
6) Clips matching the keywords appear in the Results list.
7) Click the clip you want, and then resize it, if necessary.
8) Click the Close button on the task pane.
Inserting a Picture
Word makes it possible for you to insert pictures, graphics, scanned photographs, art, photos, or artwork from a CD ROM or other program into a document. Insert a Picture from a File
1) Click the Insert tab.
2) Click the Picture button.
3) Click the Look in list arrow, and then select the drive and folder that contain the file you want to insert.
4) Click the file you want to insert.
5) Click Insert button.
Adding a Quick Style to a Picture
1) Click the picture you want to change.
2) Click the Format tab under Picture Tools.
3) Click the scroll up or down arrow, or click the More list arrow in the
4) Picture Styles group to see additional styles.
5) The current style appears highlighted in the gallery.
6) Point to a style.
7) A live preview of the style appears in the current shape.
8) Click the style you want from the gallery to apply it to the selected picture.
Did You Know ? You can quickly return a picture back to its original form. Select the picture, click the Format tab, and then click the Reset Picture button.
Creating WordArt Text
The WordArt feature lets you create stylized text to draw attention to your most important words. Insert WordArt Text
1) Click the Insert tab.
2) Click the WordArt button, and then click one of the WordArt styles.
3) A WordArt text box appears on the document with selected placeholder text.
4) Type the text you want WordArt to use.
5) Use the Font options to modify the text you entered.
6) Finally Click OK button.
Did You Know? You can add more formatting to WordArt text. Select the WordArt object, click the Home tab, and then use the formatting button in the Font and Paragraph groups. You can change the WordArt fill color to match the background. Click the WordArt object, right-click the object, click Format Shape, click the Background option, and then click Close.
Class Exercise
1) Create a new word document with your name followed by Word-06 (e.g. Arjun_Word-06) under C:\Candidates folder. Enter the following text and clip art in the document. Format the clip art as required.
2) Create two styles with the following specification:
Style Name : Your Name followed by Style1 (e.g. Arjun_Style1)
Style Type : Paragraph
Font : Bernard MT Condensed
Font Size : 20
Font Colour : Red
Alignment : Center
Style Name : Your Name followed by Style2 (e.g. Arjun_Style2)
Style Type : Paragraph
Font : Cambria
Font Size : 11
Font Colour : Purple
Alignment : Justify
Indentation : First Line indent
3) Apply Style1 on the heading and rest of the document will be formatted with Style2.
4) Add your full name below the paragraph using WordArt style.
5) Insert Smiley Face auto shapes beside the header text “Inspecting a Document”.
6) Save and close your document.
Table and its features
LEARNING OBJECTIVES
Table
Simple formula using in table
A table is an object that is inserted into the Word document that displays text in rows and columns. You can set up your table with existing text, or create the table, even draw it out, and enter in new text.
Create a Table from Existing Text
1) Select the text for the table.
2) Click the Insert tab.
3) Click the Table button, and then click Convert Text to Table.
4) Enter the number of columns.
5) Select an AutoFit column width option.
6) Click a symbol to separate text into cells.
7) Click OK.
Did You Know? You can convert a table back to text. Select the table, click the Layout tab under Table Tools, click the Convert to Text button, select the Separate text with option (typically Tabs), and then click OK.
Create a New Table Quickly
1) Click to place the insertion point
2) Where you want to insert a table.
3) Click the Insert tab.
4) Click the Table button, and then drag to select the number of rows and columns you want, or click Insert Table, enter the number of columns and rows you want, and then click OK.
5) Release the mouse button to insert a blank grid in the document.
6) When you’re done, click outside of the table.
Draw a Custom Table
1) Click the Insert tab.
2) Click the Table button, and then click Draw Table.
1) Draw the table.
a) A rectangle creates individual cells or the table boundaries.
b) Horizontal lines create rows.
c) Vertical lines create columns.
d) Diagonal lines split cells.
2) If necessary, press and hold Shift, and then click one or more lines to erase them.
3) When you’re done, click outside of the table. Sorting Table Contents or Lists
After you enter contents in a table, you can reorganize the information by sorting the information. For example, you might want to sort information in a book list alphabetically by author name or numerically by their price amount. Ascending order lists information from A to Z, earliest to latest or lowest to highest. Descending order lists information from Z to A, latest to earliest, or highest to lowest. Sort Table Contents or Lists
1) Select the table column, adjacent columns, or list you want to sort.
2) Click the Home tab or the Layout tab under Table Tools.
3) Click the Sort button.
4) If necessary, click the Sort by list arrow, and then select a column name.
5) Click the Type list arrow, and then click table cell content type.
6) Click the Ascending or Descending option.
7) If necessary, click the second Sort by list arrow, select another column name, and then select the related sorting options you want.
8) Click the Header row or No header row option as it applies to the table.
9) Click OK.
Insert Additional Rows or Columns
1) Select the row above which you want the new rows to appear or select the column to the left of which you want the new columns to appear.
2) Drag to select the number of rows or columns you want to insert.
3) Click the Layout tab under Table Tools.
4) Click the Row & Column buttons you want:
a. Insert Above.
b. Insert Below.
c. Insert Left.
d. Insert Right.
Did You Know? You can show or hide gridlines in a table. Select the table you want to change, click the Layout tab under Table Tools, and then click View Gridlines to toggle it on and off. You can resize a table. Drag a corner or middle resize handle to resize the table manually.
Delete Table, Rows, Columns, or Cells
1) Select the rows, columns, or cells you want to delete.
2) Click the Layout tab under Table Tools.
Descending wise sorting
3) Click the Delete button, and then click the delete option you want:
Delete Cells. Select the direction in which you want the remaining cells to shift to fill the space, and then click OK.
Delete Columns.
Delete Rows.
Delete Table.
Did You Know? You can set column widths to fit text. Word can set the column widths to fit the cells’ contents or to fill the space between the document’s margins. Click in the table, click the Layout tab under Table Tools, click the AutoFit button in the Cell Size group, and then click AutoFit to Contents or AutoFit to Window. You can evenly distribute columns and rows. Select the columns or rows you want to distribute evenly in a table, click the Layout tab under Table Tools, and then click the Distribute Vertically or Distribute Horizontally button in the Cells Size group.
Applying simple formula in a table cell
1) Click the cell in which you want the sum to appear.
2) Click the Layout tab under Table Tools.
3) Click the Formula button. If Word proposes a formula that you do not want to use, delete it from the Formula box.
4) Type the formula =PRODUCT(LEFT) in formula box.
5) Click OK button to get the output of the formula
6) Another way of feeding formula in cell is by pressing CTRL+F9 and type {=C3*D3}
7) Press F9 key to get the result of the formula. A
1 C D E
2
3
4
5 B
8) To find out total amount, keep your cursor in cell E5 and press CTRL+F9 and type {=SUM(Above)}
9) Press F9 key to get the sum of an amount in the respective cell.
Nesting Tables
A nested table is a table inside a table cell. This technique is primarily used in building Web pages. It can give you more control over the appearance of your table, by allowing you to more precisely control where information in your table appears, the table is inserted inside one of the table cells used in the structure. You can create a nested table by inserting a table in a table cell. You can also create a nested table by copying an existing table and then pasting it into a table cell.
Class Exercise
1) Open a new word document.
2) Prepare the following expenses table in your document.
SL.NO.
Particulars
Jan
Feb
Mar
Total
1
DVD-Production
75000
89000
100000
2
Packing
15000
18000
20000
3
Handling
5000
7000
8500
4
Shipping
12000
16000
18000
Total Expenses / Month -------
3) Calculate the Total expenses of each head.
4) Sort the table in ascending order of total.
5) Re-arrange the SL.No.
6) Calculate the total expenses month-wise.
7) Add a row before the heading row. Merge all the cells and keep a heading “Quarterly Expenses Details”.
8) Format the field heading with the Font Face: Cambria; Font size: 14; Font colour: Blue; Alignment: Center.
9) Select the entire table and apply Medium Grid 3 – Accent 4 format to the table using table styles.
10) Go to the next page and prepare the following using tab separator.
Assets Cost(Rs)
Car 600000
Bike 65000
Plant-A 2000000
Plant-B 3500000
11) Now convert the above text into columns.
12) Prepare the following Invoice format in a new page.
INVOICE / CHALLAN
K.R. BISWANATH
45, Karl Max Sarani, 1st Floor, Room No.-105
Kolkata-700023
Bill Number : SAF/201/09-10 Date: 21/05/2010
Delivery No: CHL/301 Date: 18/05/2010
SL
PARTICULAR
QUANTITY
RATE
AMOUNT
1
Battery BL-6C
10
1800
2
Nokia N-73M
12
11500
GROSS AMOUNT
VAT @ 12.5%
NET AMOUNT
13) Computer the amount for each product, gross amount, vat and net total amount at appropriate cell.
14) Save the document under C:\Candidates folder with your name followed by Word-07 (e.g. Arjun_Word-07).
Mail Merge
LEARNING OBJECTIVES
Mail merge
Features of mail merge
Did you ever send the same letter to several people and spend a lot of time changing personal information, such as names and addresses? If so, form letters will save you time. Mail merge is the process of combining names and addresses stored in a data file with a main document (usually a form letter) to produce customized documents. There are four main steps to merging.
First, select the document you want to use. Second, create a data file with the variable information. Third, create the main document with the boilerplate (unchanging information) and merge fields. Finally, merge the main document with the data source to create a new document with all the merged information. When you start the mail merge, you need to open the letter that you want to mail merge or type one. Don’t worry about addressing the letter or adding a greeting line, you can accomplish that with the Mail Merge Wizard.
Start the Mail Merge Wizard
1) Type body letter and then click Mailing tab.
2) Click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.
3) The Mail Merge task pane opens, displaying Step 1 of 6.
4) Select the type of document you are working on (in this case the Letters option).
5) Click Next: Starting document on the task pane to display Step 2 of 6.
6) Click a starting document option (such as Use the current document).
7) Click Next: Select recipients on the task pane to display Step 3 of 6.
8) On Step 3 of 6 in the Mail Merge task pane, click the Type a new list option. Click Create.
9) The ‘New Address List’ display.
10) Delete the unnecessary field name and Add required filed name using Delete and Add button respectively. Then click OK button.
11) Type your client address in the ‘New Address List’ box.
12) Click New Entry after each one until all records have been entered and then Click OK button.
13) The Save Address List dialog box opens, displaying the My Data Sources folder.
14) Enter a name, and then click Save button to save your address list.
15) The Mail Merge Recipients dialog box opens, displaying the data source for the merge.
16) Edit the recipient data (if necessary), and then click OK.
17) Click Next: write your letter on the task pane to display Step 4 of 6.
18) On Step 4 of 6 in the Mail Merge task pane, position the insertion point in the letter where you want the address block to appear.
19) Click Address Block on the task pane.
20) Click OK to insert the block in the document.
21) Position the insertion point where you want the greeting to appear.
22) Click OK to apply the style to the merge field.
23) If you want to add other merge fields in the body of the form letter, position the insertion point where you want the information, and then click More Items on the task pane.
24) Select the merge field you want to place, click Insert, and then click Close.
25) When you’re done, click Next: Preview your letters on the task pane to display Step 5 of 6.
26) On Step 5 of 6 in the Mail Merge task pane, click the double arrows on the task pane to scroll through the merge letters one at a time.
Insertion Point
27) Click Next: Complete the merge on the task pane to display
Step 6 of 6.
28) If you want to make additional changes to the letters, click
Edit Individual Letters.
29) Specify the settings you want to use for the merged records
and the selected range of the records are saved to a
separate file for editing.
30) Click OK.
31) When you’re ready to print, click Print on the task pane.
32) Click the All option to print the entire merge or click
another option to print only a selected portion of the
merge.
33) Click OK to open Print dialog box.
34) Finally click OK button to print the merged letters.
Print a Document
When you’re ready to print your document, you can choose several printing options. You can print all or part of any document and control the appearance of many features, such as whether to print document properties, document markup, styles, or building blocks entries. You can quickly print a copy of your document to review it by clicking the Quick Print button on the Quick Access Toolbar or on the Office menu Print submenu. Print All or Part of a Document
1) Click the Office button, point to Print, and then click Print.
TIMESAVER :To print without the Print dialog box, press Ctrl+P.
2) If necessary, click the Name list
arrow, and then click the printer you
want to use.
3) To change printer properties, click
Properties, select the options you
want, and then click OK.
4) Select whether you want to print
the entire document or only the
pages you specify.
5) Select what you want to print:
Document, Document properties,
Document showing markup, List of
markup, Styles, Building Block
entries, or Key assignment.
6) Click the Number of copies up or
down arrow to specify the number
of copies you want.
7) Specify the number of pages per sheet and the scale to paper size you want. Click OK button.
Class Exercise
1) Open a new word document based on your template for mail merge.
2) Create a database for your employers with the following information.
(i) Mr. Sujoy Kumar (ii) Mr. Dilip Sharaf
S.Kumar & Company D.S. Infotech Ltd.
21, N.S.Road 30, J.L.Nehru Road
Kolkata-700001. Kolkata-700016
(iii) Mr. Ashraf Ali (iv) Miss.Geeta Sharma
Ali Associates Sharms & Sons
18, Paharpur Chowk 27, N.C.R. Road
Delhi-100045 Delhi-100078
3) Apply for the post of an Accountant to the above employer on 14th June, 2010.
4) Merge all the records.
5) Save all the files with any name of your choice under C:\Candidates\YourName folder.
6) Close all the word documents.
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