Ms-word

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Learn MS-Word

Introduction to Word Processing 

  • The term “word processing” means writing, editing and production of documents as letters, reports and books, through the use of a computer program or a computer system. Most people, who use a computer, commonly use word processing tools.
  • The word processing software allows user to create text documents that includes pictures and drawings.  Microsoft word is a versatile, easy-to-use word processing program

Versions of Microsoft Word

Word 1990 to 1995

  • Word 1997
  • Word 1998
  • Word 2001/Word X
  • Word 2002/XP
  • Word 2003· Word 2004
  • Word 2007· Word 2008
  • Word 2010· Word 2011
  • Word 2013
  • MS word 2013 is the latest version and its advantage is its ability to store and access files in cloud storage

Opening a word processing package

The word processing package can be opened in many ways, some of them are

  • Single click the word icon on the task bar.

  Double click the word icon on the Desktop.

  If the word icon is not on the Taskbar or Desktop, users can access it by clicking Start → All Programs → Microsoft Office → Microsoft Office Word 2010.




Text Selection

  • Selecting text is a basic technique that makes revising documents easy
  • When text is selected, that area of the document is called selection, and it appears as a highlighted block of text.
  • A selection can be a character, group of characters, word, sentence, or paragraph or the whole document.
  • User can select the text in several ways, depending on the size of the area you want to select.

Text selection methods

  • Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text.
  • The following information contains shortcuts for selecting a portion of the text
  • Whole word → double-click within the word.
  • Whole paragraph → triple-click within the paragraph.
  • Several words or lines → drag the mouse over the words or hold down SHIFT while using the arrow keys.
  • Entire document, choose → Edit | Select | Select All from the Ribbon, or press Ctrl+ A.
  • In Word, user can select noncontiguous text by keeping Ctrl button depressed and then selecting the text with mouse.

Typing and Inserting Text

  • To Edit the text, just start typing, the text will appear where the blinking cursor is located.
  • Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button.
  • The keyboard shortcuts listed below are also helpful while typing the text in a document.
  • Beginning of the line → HOME key
  • End of the line → END key
  • Top of the document → CTRL+ HOME key
  • End of the document → CTRL+ END key

Drag Text

  • To move within the same document
  • Select a portion of text that the user wants to move from any of selectionv
  • Then move the mouse pointer to the selected text and hold the left mousev button while moving around the document.
  • Take mouse pointer to the place where to place it

To move within different documents

  • Keep both the documents open, click Arrange all button under the View tab
  • After that, two documents will display like this.



Undo and Redo Changes

  • Word remembers the changes made by the user in a document and lets the user
  • to undo or redo those changes. For example, if the user accidentally deletes a text, then the user can use the
  • Undo command Ctrl + Z to reverse the action and restore the text. If user changes his mind and decide to keep the deletion, then they can use the
  • Redo command Ctrl + Y to reverse the canceled action. To undo changes use any one of the following methods
  • Click the Undo button on the Quick access toolbar.
  • Use key combination (Ctrl + Z).
  • To redo changes
  • Click the Redo button on the Quick access toolbar.
  • Use key combination (Ctrl + Y).

Find and Replace

  • To find a particular word or phrase in a document
  • Click Find button on the Editing group on the Ribbon.
  • Or use keyboard shortcuts as Ctrl + F.
  • To find and replace a word or phrase in the document
  • Click Replace button on the Editing group tab.
  • Type the text in Find what text box and Replace with text box to replace particular word.

Steps to Find and replace a text

  • Click the Editing button on the ribbon bar to reveal the edit options. The Edit options may be visible already if your Word window is large enough to support them.
  • Click the Replace menu item.
  • The Find and Replace dialog box appears, with the selected Replace tab.
  • In the Find what, type the word in the document. In the Replace with, type the word to be replaced.
  • Click the Replace All button to replace all instances of the word in the document.
  • A dialog box will appear indicating the number of replacements made. Click the OK button.

Printing a document

  • After creating a document, printing is easy. User can use any of the following methods
  • Choose Print from the File tab.
  • Press Ctrl + P
  • Clicking the Print button sends the document directly to the printer, using Word’s default settings.
  • Steps to print a document
  • Click the File tab. Click the Print command. The Print tab displays Word’s default print settings and a preview of the document.
  • Click the PRINT button to accept the default print settings.

Then select the PAGE RANGE and NUMBER OF COPIES and click OK button



Creating and Printing Merged Documents

  • Mail merge is a useful tool that will allow the user to easily produce a set of documents.
  • Each document has the same kind of information, yet some of the content is unique.
  • For example, in advertisement or invitation letters the main contents will be same, but there will be difference only in the name and address for each customer.
  • The information in each letter comes from entries in a data source such as a spreadsheet.
  • If there is no existing address list, then create the new address list.
  • Creating a Merge Document
  • A Mail Merge document is created in MS Word to print mailing documents.
  • The data and fields for merging documents are imported from the MS Excel database.
  • Creation of documents depends mainly upon knowing what data should be printed and what formatting should be applied.

Steps followed to create a Merge Document

  • Start MS Word and type the letter content.
  • Then click the mailings tab and click Start mail merge option.
  • Click step by step mail merge wizard. It will open a mail merge window on the right side of the screen. Then choose the document type as needed.
  • The definition of each type will be displayed below. Then click on next.
  • Choose use current document. This option will use the currently opened document to create mail merge. Click next. Choose use an existing list. This will use the existing Excel document for customer details.
  • Then click the browse option, to select the existing customer details document.
  • If there is no existing customer details document, then create and save the new document by selecting create new option and then select that newly created customer details document.
  • Click next. Now a mail merge recipient’s dialogue box will be displayed. From that select the recipients to whom the mail is to be sent. Then click ok.  Now place the cursor on the document where the address of the recipient is to be added. 
  • Then click the Address block option and select the needed recipients name format from the mailmerge wizard window. Now the address block will be included in the document.
  • Then place the cursor in right side of the document and click on the greeting line option and select the needed greeting line format to be included.
  • Then click next. Now the mail merge document preview will be displayed. user can check the created document of each recipient by clicking the forward and backward buttons. 
  • User can also exclude recipients during this preview stage by clicking Exclude the recipient button, when the user preview the recipient document. Then click next
  • Finally, choose Edit individual option to make any corrections if available , and select All and click ok. Then save the created merged document or user can directly print the merged document by clicking print button and selecting All option in the Print option dialogue box.

Printing a Merged Documents

  • Printing a merged document is same as a normal document
  • User gets an extra window where user can select which data source to use, and which records to print.
  • The steps involved to print a merge documents are
  • Open any of the mail merge envelopes, labels, or letters created previously.Ø
  • Choose FinishØ & Merge > Print Document , under the mailing tab
  • Then from Merge To Printer dialog box. Choose the document page which needs to be printed. User can choose either.
  • All
  • Current record.
  • Particular page intervals.



Character Formatting

  • The text in user document is very plain. So, user can add some formatting features like BOLD, ITALIC, UNDERLINE, FONT, FONT COLOUR etc., to add some interest and emphasis to the text.
  • Use the mouse to drag and select a word in a document. Clicking somewhere else in the document removes the selection highlighting.
  • The font style of the text can be modified as needed. User can select it from several available font styles.
  • Font size can be kept as needed by choosing the required size.
  • Font colors can be changed by selecting the text and choosing the appropriate color from the color pane.
  • Click the Bold button to add bold formatting. Since the text is selected, the textappears darker and slightly larger.
  • User can use the Bold button to remove the bold formatting as well

Paragraph Formatting

  • Paragraph formatting is the process of modifying the contents of the paragraph to make it formal, attractive and understandable.

Paragraph formatting types

  • Alignment of Paragraph.
  • Paragraph Indenting. 
  • Bullets and Numbering.

Alignment of Paragraph

  • There are three types of alignment
  • Align the text left or right
  • Center the text
  • Justify the text

Align the text left or right

  • Select the text to align.
  • On the Home tab, in the Paragraph group, click Align Left or Align
  • Right button.

Center the text

  • Select the text to center.
  • On the Home tab, under Paragraph group, click Center button.

Justify

  • the text Select the text to justify.
  • On the Home tab, under Paragraph group, click Justify button

Paragraph Indenting

Method 1 

  • Select the line to apply the indent, then press “Increase indent” or “Decrease indent” button in “Paragraph” group

        Method 2

  • Open the Paragraph dialog box on the lower right corner inside “Paragraph” group, click the small arrow.
  • User can open this through the “Paragraph” group in the “Home” tab or the “Page Layout” tab.

Enter the indent size

  • Enter the amount that each line needs to be indented.
  • The most commonly used size is 0.5 or 1/2 of an inch.
  • User can see a preview of the changes in the Preview section at the bottom of the dialog box.
  • Click OK to save user changes and apply them to the document.
  • Click the “Set as default” button if user wants to set the changes revert automatically take effect only after new documents.

Method 3

  • Click on the “Page Layout” tab, at the top of the Ribbon in MS-Word 2010.
  • In the section of “Paragraph” click on the little arrow button in the bottom righthand corner.
  • The user will be navigated to the same “Paragraph” dialog box which can be viewed in the 2nd method.
  • Then make all the changes as user desired and click OK, and continue typing

Bullets and Numbering 

  • To apply Bullets and Numbering to the selected text. Go to the Paragraph section under Home tab, use bullets and numbering button. Click small down arrow on the Bullets button.
  • User may navigate to a display box. From that display box user can select any bullet from different types of bullets to insert.
  • User may navigate to a display box. From that display box user can select any bullet from different types of bullets to insert.

Page Design and Layout 

  • While creating the document, the user should first consider about the page layout of the document.
  • The page layout affects how content appears and includes the page’s orientation, margins, and size.
  • Page layout is the part of graphic design that deals in the arrangement of visual elements on a page.
  • MS word offers the following Page Design and Layout options:
  • Page Orientation.
  • Page Margins.
  • Page Size

 

Page Orientation 

  • Word offers two page orientation options
  • Landscape
  • Portrait
  • Landscape means the page is oriented horizontally, while portrait means the page is oriented vertically.

Steps to change page orientation

  • Select the Page Layout tab.
  • Click the Orientation command in the Page Setup group.
  • A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation.
  • The page orientation of the document will be changed.

Page Margins

  • A margin is the space between the text and the edge of your document. 
  • By default, a new document’s margins are set to Normal, which means it has a one-inch space between the text and each edge.
  • Depending on user needs, Word allows to change the document’s margin size.

Steps to format Page Margins

  • The word has a variety of predefined margin sizes to choose from.
  • Select the Page Layout tab, and then click the Margins command.
  • A drop-down menu will appear. Click the predefined margin size, which is needed.
  • The margins of the document will be changed.

Steps to use custom margins

  • Word also allows user to customize the size of margins in the Page Setup dialog box.
  • From the Page Layout tab, click Margins. Select Custom Margins, from the drop-down menu.
  • The Page Setup dialog box will appear.
  • Adjust the values for each margin, and then click OK.
  • The margins of the document will be changed.



Page size 

  • By default, the page size of a new document is 8.5 inches by 11 inches.
  • Depending on the project, user may need to adjust the document’s page size. 
  • It’s important to note that before modifying the default page size, user should check to see which page size his printer can accommodate.
  • The page size of the document will be changed.
  • Alternatively, user can open the Page Setup dialog box by navigating to the Page
  • Layout tab and clicking the small arrow in the bottom-right corner of the Page Setup group.

Checking and Correcting Spelling 

  • Word checks the spelling and grammar frequently as the contents are typed.
  • A red squiggly line under a word denotes that Word thinks it has been spelt incorrectly.
  • If the line is green, then the grammar may be incorrect. 
  • If the line is blue, then the word is correctly spelled but improperly used.

To run a spelling and Grammar check

  • User can check the whole or part of the text for mistakes using the Spelling and Grammar button. From the Review tab, click the Spelling & Grammar command. 
  • The Spelling and Grammar pane will appear.
  • For each error in your document, Word will try to offer one or more suggestions.
  • User can select a suggestion and click Change to correct the error.
  • Word will move through each error until the user review them all.
  • After the last error has been reviewed, a dialog box will appear confirming that the spelling and grammar check is complete. Click OK.
  • If no suggestions are given, user can manually type the correct spelling in his document.

Ignoring errors 

  • The spelling and grammar check is not always correct.
  • Particularly with grammar, there are many errors Word will not notice.
  • There are also sometimes when the spelling and grammar check will say something’s an error when it’s actually not. 
  • This often happens with people’s names, which may not be in the dictionary.
  • If Word says something is an error, user can choose not to change it. 
  • For spelling errors
  • Ignore: This will skip the word without changing it.
  • Ignore All: This will skip the word without changing it, and it will also skip all other instances of the word in the document. 
  • Add: This adds the word to the dictionary so it will never come up as an error.

Make sure the word is spelled correctly before choosing this option.

What is Text Wrapping?

  • Wrapping means that text flows around a graphic object rather than over it

Wrapping Text Around Graphics

  • Click on the image to be wrapped.And from the Arrange grouping under page Layout tab , select the Wrap text option.
  • Click one of the text wrapping options that appears.
  • Click More Layout Options, to change which sides of the object to place text or change the distance between the text and object.
  • When the Graphic is selected, user can also click-hold and drag the graphic to a new position.

It allows the user to control how many lines of text are above to the right or Left of the graphic.

Inserting Pictures from Files

  • In addition to the clip art graphics that come with Word, user can insert

graphics that were scanned or created in the other graphics programs into the documents.

How to insert a picture?

  • Place the cursor in the document where the picture/ illustration wants to be inserted.
  • Click the Insert Tab on the Ribbon
  • Click the Picture Button
  • Browse to the picture to include
  • Click the picture and click on the insert button.

Word Art

  • Word Art is another powerful graphics tool that the user can use to make his documents with visual impact.
  • Text in Word Art is formatted in unique shapes, orientations, and patterns that the user can easily modify and customize.

How to Insert Word Art

  • Click the Insert tab, from the Text grouping; click the Word Art dropdown arrow.
  • Click a style of WordArt from the Gallery



Watermark

  • A watermark is a graphical object which appears very faintly in the background of a page.

Steps to Insert Watermark

  • Click the Page Layout Tab in the Ribbon.
  • Click the Watermark Button in the Page Background group.
  • Click the watermark that is needed for the document or click Custom Watermark to create the new watermark.
  • An Image can also be used as a Watermark.

To remove the watermark follow the steps above, but click Remove Watermark

Creating Tables and Charts

Tables

  • A table is made up of rows and columns. The intersection of a row and column is called a cell.

Create a Table

  • Click the Insert tab on the Ribbon
  • Click the Table button
  • Select Insert Table

Insert a Row or Column

  • Position the cursor in the table where the user would like to insert a row or column
  • Right click the mouse and click on Insert
  • To insert a Row, Click either the Insert Row Above or the Insert Row Below
  • To insert a Column, Click either the Insert Columns to Left or Insert Columns to Right button. Or it can be done on layout tab.

Delete a Row or Column

  • Position the cursor in the row or column which should be deleted.
  • Then right click the mouse and click Delete Cells Option .
  • Click the Delete entire row to delete a row or Click Delete entire column to delete a column.

Then click ok

Charts

  • A chart is a tool which the user can use to communicate the data graphically.
  • Including a chart in the document will help the reader to see the meaning behind the numbers, and it makes the comparisons to be shown easier.
  • The word has many different types of charts, allowing the user to choose the one that fits best to the data.
  • In order to use charts effectively, user needs to understand as how different charts are used.

How to Insert a Chart

  • Position the cursor on the document, where the chart is to be inserted.
  • Open the Insert ribbon.
  • Click Chart in the Illustrations section.

Document templates and wizards

Document templates

  • Document templates in Word are very simple and it offers customizable options.
  • Document templates will help the user to prepare his documents as it looks mor attractive and formal.
  • There are many predefined templates in different categories, such as
  • Letters
  • Charts and diagrams
  • Reports
  • Certificates
  • Business cards
  • Books
  • Calendars, etc

Using Existing Template

  • To start a new document, Click the File tab and then click New option which will display Available Templates to be selected
  • User can browse a list of available templates and finally select one of them for document by double clicking over the template.
  • User select Equity Report template for report purpose.
  • While selecting template for a document, would have to select Document Option available in the third column.
  • This opens the document with predefined setting which can modify document title, author name, heading etc. as per document requirement.
  •  

Create New Template

  • User can create a fresh new template based on requirement or can modify an existing template and save it for later use as a template. A Microsoft Word template file has an extension of .
  • To create a new template using an existing template, Click the File tab and then click New option which will display Available Templates to be selected. Select any of the available templates and open it with Template Option turned on.



PRACTICE EXERCISE








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