COURSE CODE: SCAX1001

COURSE NAME: COMPUTER APPLICATIONS IN BUSINESS

CHAPTER NAME: ‘MS-WORD’
SUBJECT COORDINATOR: MRS.JANCY

Unit –IV

Introduction into Microsoft Word

Microsoft Word is a powerful tool to create professional looking documents. Word
processor is used to produce documents for business or personal use such as newsletter,
reports, letters and essays. You must say that a word processor is an intelligent typewriter.

The option provided by MS –WORD

 Entering and Editing Text

 Viewing a Documents
 Formatting Text
 Printing
 Tables

Starting Microsoft Word

 Two Ways
1. Double click on the Microsoft Word icon on the desktop.

2. Click on Start --> Programs --> Microsoft Word

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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 toolbar. First, 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

Name Icon Description

New Blank Creates a new, blank file based on the default template.
Document
Open (File Opens or finds a file.
menu)
Save (File Saves the active file with its current file name, location, and file
menu) format.
Mail Recipient Sends the contents of the document as the body of the e-mail
message.
Print (File Prints the active file or selected items. To select print options, on
menu) the File menu, click Print.
Print Preview Shows how a file will look when you print it.
(File menu)
Spelling and Checks the active document for possible spelling, grammar, and
Grammar writing style errors, and displays suggestions for correcting them.
(Tools menu) To set spelling and grammar checking options, click Options on
the Tools menu, and then click the Spelling and Grammar tab.
Cut (Edit Removes the selection from the active document and places it on
menu) the Clipboard.
Copy (Edit Copies the selection to the Clipboard.
menu)

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Paste (Edit Inserts the contents of the Clipboard at the insertion point, and
menu) replaces any selection. This command is available only if you have
cut or copied an object, text, or contents of a cell.
Format Painter Copies the format from a selected object or text and applies it to
(Standard the object or text you click. To copy the formatting to more than
toolbar)
one item, double-click , and then click each item you want to
format. When you are finished, press ESC or click again to
turn off the Format Painter.
Undo (Edit Reverses the last command or deletes the last entry you typed.
menu)
Redo (Edit Reverses the action of the Undo command.
menu)
Hyperlink Inserts a new hyperlink or edits the selected hyperlink.
Tables and Displays the Tables and Borders toolbar, which contains tools for
Borders creating, editing, and sorting a table and for adding or changing
borders to selected text, paragraphs, cells, or objects.
Zoom Enter a magnification between 10 and 400 percent to reduce or
enlarge the display of the active document.
Office The Office Assistant provides Help topics and tips to help you
Assistant accomplish your tasks.

Inserting Page Numbers and Date/Time

1. Click Insert at top of screen

2. Select Page Numbers and/or Date & Time

Inserting Clipart, Graphics, or Pictures

In the document, click the mouse where you want to add a graphic. Click Insert at
the top of the screen. Click Picture. Then choose from Clip Art… or From File… If you are
using a Clip Art picture follow these directions:
Select the clip art image you desire and click Insert. The image can then be
resized, formatted, or moved on the screen. If you are using a picture From File click the
location of the image and then its name. Click Insert to place the image into the document.
The image can then be resized, formatted, or moved on the screen.
To delete an image, click on it with the mouse and press the delete key on the keyboard.
Formatting an Image

1. Right click the mouse on the image.

2. Choose Format Picture.
3. Click the Wrap tab.
4. Click the desired text wrap effect and then click OK.

Word Art
1. Display the drawing toolbar by clicking the drawing button on the Standard toolbar.
2. On the drawing toolbar at the bottom of your screen, click the Insert Word Art button.
3. Select the word art effect you desire and click.

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4. Click OK.
5. The Word Art can then be moved, recolored, resized, or formatted.

CREATION AND WORKING WITH DOCUMENTS

Creating A New Document

1. Click on File

2. Select New
o To create a blank document, simply select Blank Document. To create a
document based on one of the templates provided in Microsoft Word, select
which one you would like to create and select OK.

Entering Text

To start a new paragraph, press enter twice on the keyboard. When you reach the
end of the line the text will automatically wrap to the next line. You only need to press enter
when you want to start a new line or paragraph. Word automatically underlines misspelled
words in red and grammar mistakes in green. The red and green will not appear when the
document is printed. To correct an error, move the mouse over the error and then press the
right mouse button. A menu appears with suggestions to correct the error.

Select Text

To make any changes in the text appearance, you must first highlight the text by
clicking and dragging the mouse over it.
1. To select a word, double click on it with the mouse.

2. To select a sentence, press Ctrl on the keyboard and hold it down while you click the
mouse anywhere within the sentence.

3. To select a paragraph move the mouse anywhere over the paragraph you want to
select and then quickly press the left mouse button three times. Once text has been
selected you can change the style, size, alignment, or appearance.

Editing Text

Insert Text
1. Click the mouse where you want to insert the new text.
2. Type the text you wish to insert.
Insert Blank Line
1. Click the mouse where you want to insert the blank line.
2. Press enter to insert a blank line.
Delete text
1. Click the mouse to the right of the first character you wish to delete. Press Backspace
on the keyboard to delete.
Or
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 2. Click the mouse to the right of the first character you wish to delete. Press Delete on
the keyboard to delete.
Delete a blank line
1. Click the mouse at the beginning of the line you wish to delete and press backspace to
remove it.

Delete selected text

1. Select text (click and drag mouse).

2. Press Delete on keyboard.

Undo last change

1. Click Edit, Undo
Or
2. Click the Undo button beside the globe on the standard toolbar.

Move text

1. Select text (click and drag mouse).

2. Move the mouse over the selected text until it becomes an arrow.
3. Press and hold down the left mouse button as you move the mouse to the desired
location.
4. Release the mouse and the text will appear in the new location.
5. To undo press the undo button on the standard toolbar.

Or
1. Select text (click and drag mouse).
2. Move the mouse over the scissors (cut) button on the standard toolbar.
3. Move the mouse to the new location for the text.
4. Move the mouse to the paste button (beside the broom) on the standard toolbar.

Copying text

1. Select text (click and drag mouse).

2. Press and hold Ctrl on keyboard.
3. Continue holding down Ctrl as you click and drag the mouse to the location you wish to
copy the text.
4. Release the Ctrl key and the left mouse button.
Or
1. Select text (click and drag mouse).
2. Move the mouse to the copy button on the standard toolbar (beside the scissors).
3. Move the mouse to the new location for the text and click.
4. Press the Paste button on the standard toolbar (beside the broom).

Save A Document

There are several ways to save a document:

1. Click the diskette icon on the toolbar. If this is the time you have saved this
document the Save As dialog box will appear. You will need to supply the name of the
document, and the location in which you wish to save it. Warning: If you want to save this
document under a new name, do not use this process. It will copy this document over the
information saved previously under this name.
2. Click File, Save This process works exactly like step 1 above.
3. Click File, Save as… This process will save a previously saved document and
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give you the opportunity to rename it and save it under a new name.

Closing A Document

When you finish working with a document you can close it to remove it from your screen
using one of these methods:
1. Click File, Close. Word removes the document from you screen. If you had more
than one document open, the second last document you worked with would appear.
2. Click the X in the upper right corner of the screen.

Exit Word

1. Save all documents before exiting.

2. Click File
3. Click Exit.

Opening a Document

1. Click the open folder icon on the toolbar.

2. Select the drive and folder of the document.
3. Select the name of the document.

Quickly Opening a Document

1. Click File
2. At the bottom of the drop down menu you will see the names of previously saved
documents.
3. Double click the document name.

This feature helps you find a word or phrase in your document.

1. Click Edit.

2. Click Find.
3. Type the word you wish to find in the Find and Replace dialog box.
4. Click Find Next in the dialog box.
5. Word highlights the first match, click Find Next to find the next time the word appears.

Replace Text

1. Click Edit.
2. Click Replace.
3. In the dialog box type the word you wish to find and the replacement word.

Check Spelling and Grammar

Word underlines misspelled words in red and grammar mistakes in green. To correct an
error:
1. Move the mouse over the error.
2. Click the right mouse button.
3. Make your choice from the menu suggestions to correct the error.

Ignore an error
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 1. Move the mouse over the error and press the right mouse button.
2. Click Ignore All or Ignore Sentence.
When you finish typing your document, you can find and correct all selling and grammar
errors at once.
Correct Entire Document

Click the Spell and Grammar Check button on the standard toolbar (ABC with
check). Errors will appear in the dialog box and give you the option to Ignore or change the
word.

Using the Thesaurus

The thesaurus replaces a word with one that is more suitable.

1. Click the word you wish to replace.
2. Click Tools.
3. Move the mouse to Language.
4. Click Thesaurus.
5. The Thesaurus dialog box appears and gives you the opportunity to select a replacement
word by clicking the word of your choice and then click Replace.

Using Auto Correct

Word automatically corrects hundreds of common typing, spelling, and grammar errors.
1. Highlight passage (click and drag mouse).
2. Click Tools.
3. Click Auto Correct.

Once an entry is corrected, Auto Correct will automatically insert the correct entry each time
it appears in the document. It will correct errors you commonly make in words and phrases
that you frequently use.

Using Auto Text

To avoid typing the same text over and over again, you can store text you frequently use in
Auto Text.
1. Type and highlight the text you wish to store.
2. Move the mouse to Insert.
3. Move the mouse to Auto Text and click New.
4. The Auto Text dialog box appears.
5. Type a name for the entry and click OK.
You have now created an Auto Text entry. To insert it follow these directions:
1. Click the mouse where you want the entry to appear.
2. Move the mouse to Insert, Auto Text and in the next column Normal.
3. Click the name of the entry you wish to insert.

Counting Words in a Document

To determine the number of words in a document:

1. Move the mouse to Tools, Word Count and click.
2. A dialog box appears that displays information about the document.

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Formatting Text

1. 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

Bold, Italic, Underline

1. Highlight desired text.
2. Click one of these buttons on the Formatting Toolbar: B (Bold), I (Italics), or U(underline).

3. The text you selected will appear in the new style.

Alignment of Text

1. Highlight the desired text.

2. Select an alignment button from the Formatting Toolbar (Align left, Align center, Align
right, Justify.
3. The text you selected will appear in the new alignment.

Changing Font Style or Size

1. Highlight desired text.

2. Click the down arrow beside the words: Times New Roman on the Formatting Toolbar and
select the desired font style.
3. Click the down arrow beside the number 12 on the Formatting Toolbar and select the
desired font size.

Changing Font Color

1. Highlight desired text.

2. At the right end of the Formatting Toolbar click the down arrow beside the letter A and
select the desired font color.

Highlight Text Feature

1. Highlight desired text.

2. At the right end of the Formatting Toolbar click the down arrow beside the Highlight pen.
3. Select the desired highlight color.
4. The desired text will appear highlighted in the color you selected.

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Changing Appearance of Text

1. Highlight desired text.

2. Click Format.
3. Click Font
4. In the Font dialog box, click the Font tab and select a design for your highlighted text and
click. You can change the font, font style, size, color, and effects.

Inserting Symbols @

1. Click the mouse where you want the symbol inserted in your document.
2. Click Insert, Symbol.
3. In the Symbol dialog box select Font: Symbol.
4. Click the symbol you wish to insert and then click, Insert.
5. Click Close.

Adding Bullets or Numbers

1. Highlight the text you wish to have bullets or numbers displayed.

2. Click Format
3. Click Bullets and Numbering
4. In the Bullets and Numbering dialog box click the type of list you want to create.
5. Click the style you desire.
6. Click Ok.

To add bullets or numbers as you type:

1. Click the mouse where you want the first number or bullet.
2. Type 1. followed by a space (if you desire numbered list)
3. Type * followed by a space if you want a bulleted list.
When you press enter for the next line a bullet or number will automatically appear.

Add a Border

1. Highlight the area you want display a border.

2. Click the Tables and Borders button on the Standard Toolbar beside the Globes.
3. Select a line style, thickness, and type of border in this dialog box.

Add Shading

1. Highlight the area you want shaded.

2. Click the Tables and Borders button on the Standard Toolbar beside the Globes.
3. To select a shaded color, click the last button in the dialog box.
4. The shading will appear.

Selecting Line Spacing

1. Highlight the paragraphs you wish to change to a new line spacing.

2. Click Format, Paragraph.

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3. In the Paragraph dialog box click Indents and Spacing tab.
4. Select the line spacing you desire and click.

Indenting Paragraphs

1. On the left top ruler line are symbols that let you indent the left edge of a paragraph.

Indent first line

Indent all but first line
Indent all lines

3. Highlight the paragraph you wish to indent.

3. Click the indent symbol and drag it to the desire position. A line will show you the
new indent position.
4. Release the mouse button and Word will indent the paragraph you selected.
There are two buttons on the Formatting Toolbar to help you quickly indent a
paragraph
Decrease Indent and Increase Indent buttons.

Changing Tab Settings

Word offers four types of tabs:

1. Left Tab
2. Right Tab
3. Center Tab
4. Decimal Tab
Adding a Tab
1. If the ruler is not on screen, click View, and check Ruler.
2. Highlight text you want to contain new tab. To add tab to text you are about to type, move
the mouse to where you want to type the text and click.
3. Move the mouse over the button to the left of the ruler. Click the button until the type of
tab you want to add appears:
Left Tab
Center Tab
Right Tab
Decimal Tab
4. Click and drag the mouse to the bottom half of the ruler to where you want to add the tab.

To use a tab, click the mouse at the beginning of the line you want to move across then
press Tab on your keyboard and the cursor moves to the first tab.
To move a tab:
1. Highlight the text containing the tab you want to move.
2. On the top ruler click and drag the mouse button as you move the tab to a new position on
the ruler.
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3. When the mouse button is released, the text will move to the new position.
To remove a tab:
1. Highlight the text containing the tab you want to remove.
2. Click and drag the tab on the top ruler moving the tab downward off the ruler.
3. Release the mouse button and the tab disappears from the ruler.

Copy Formatting

You may want to copy the formatting of text to make all the headings or important words
in your document look the same. This will give the document a consistent appearance.
1. Highlight the text that displays the formatting you want to copy.
2. On the Standard Toolbar click the Format Painter button (resembles a paintbrush).
3. The mouse will take on the image of the brush.
4. Highlight the text you want to display the same formatting.
5. Release the mouse button and the text will display the formatting.
Adding Page Numbers

1. Display your document in the Page Layout view by clicking View, Page Layout.
2. Click Insert, Page Numbers.
3. In the dialog box, select the location of the page number, the alignment, and check to
show the number on the first page.

Adding Headers and Footers

1.Display your document in the Page Layout view by clicking View, Page Layout.
2. Click View, Header and Footer.
3. Type the header in the text box and format as you would any other text.
4. To create a footer, click the Switch Between Header and Footer button in the Header
and Footer toolbar.

Inserting A Page Break

1. Click the mouse where you want to start a new page.

2. Click Insert, Break.
3. In the Break dialog box, click OK.
You can also insert a section break using the same procedure. In the Break dialog box
choose one of the following options:
Next page-Creates a new section on a new page.
Continuous-Creates a new section on the current page.

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Centering Text on a Page

You can vertically center text on a page. This is useful for creating title pages or short
memos.
1. Highlight the area you want centered and click.
2. Click File, Page Setup.
3. In the Page Setup dialog box, click the Layout tab and select the Vertical Text Alignment.
4. Click OK.
Changing Margins

1. Click the Print Preview button on the toolbar (beside the printer).
2. The document will appear in the Print Preview window.

3. Click and drag the mouse over the margin you wish to change on the ruler. If the ruler
doesn't display click the view ruler button on the toolbar.
4. A line will appear to show the new location of the margin.

Printing Your Document

1. Before printing you can preview your document by clicking the Print Preview
button on the Standard Toolbar (beside the printer icon). You can view multiple pages by
using the side scroll bar. You can also zoom by clicking the Magnifier button in the preview
toolbar. When you finish your preview click close on the toolbar.
2. To print the document click File, Print. The Print dialog box appears. You may
choose the following print options: All-Prints every page of the document.
Current Page-Prints the page containing the mouse cursor.
Pages-Prints the pages you specify.
Selection-Prints the text you selected.
If you wish to print an entire document click the Printer icon on the Standard Toolbar.

WORKING WITH TABLES AND FIELDS:

Creating Tables

 You can select Insert from the Table menu, then Table from the submenus, tell
Word how many columns and rows you want in the Insert Table dialog box, and click
OK.
 You can click the Insert Table button on the Standard toolbar, drag through the grid
to tell Word how many columns and rows you want, then release the mouse button.
 You can click the Draw Table button on the Tables and Borders toolbar, and then

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 draw your table by hand (really).

Deleting Tables

You can delete a table and its contents, only the contents, or only the table.

To delete a table and its contents:

1. Select the table (click in it, then select Select Table from the Table menu).
2. Select Delete Rows from the Table menu.

To delete the contents of a table, leaving the table itself intact:

1. Select the table.

2. Press the Delete key.

To delete a table, leaving its contents as tabbed text:

1. Select the table.

2. Select Convert Table to Text from the Table menu.
3. Select Tabs (if necessary), then click OK.

Splitting a Table

To split one table into two, click in the row that will be the first row of the new table, then
select Split Table from the Table menu.

Splitting Table Cells

You can use the Draw Table button on the Tables and Borders toolbar to split table cells.
Here’s how:

1. If necessary, display the Tables and Borders toolbar.

2. Click the Draw Table button (the one with a pencil on it).
3. Drag through the cell or cells you'd like to split. Word adds a border and splits the
cells.

Tabbing in Table Cells

Press Tab to move from cell to cell in a table. Tab moves the cursor left to right;
Shift+Tab moves it right to left.

You can set tabs in table cells just as you do anywhere else in your document. To
move from tab to tab in a table, press Ctrl+Tab (this takes you left to right; there’s no
keystroke for right to left).

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Shading Table Cells

Another way to make a table stand out is to apply shading to it. Here’s how:

1. Click any cell in your table.

2. Right-click the selection and choose Borders and Shading from the shortcut menu.
3. Click the Shading tab.
4. Under Fill, select a light Gray (50% or lighter).
5. Click OK.

BUILDING A TABLE OF CONTENTS

Create a Table of Contents.

Since PDF files offer only limited navigation options in most cases (by paragraph
or by page), including both a Table of Contents and bookmarks to all the major sections of
your document will add a much-needed method of moving through content, especially for
assistive technology users. The WAC recommends using Word’s automated features to add
a Table of Contents to longer documents before conversion.

1. After completing all the content and formatting using the appropriate “Heading”
styles, place your cursor at the top of your document where you want the Table of
Contents to appear.
2. From the INSERT menu, choose REFERENCE and “Index and Tables.”
3. Select the “Table of Contents” tag and change the settings to match your
preferences. Suggestion: limit hierarchy to 3 levels of headings.

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Updating Your Table of Contents

If your document changes and you add headings or rearrange content, you can update your
Table of Contents in your Word document at any time.

1. Right-click on the TOC and choose “Update Field.”

2. If you have added content or headings, select “Update entire table.”
3. If you have only re-arranged content, select “Update page numbers only.”

WORKING WITH STYLES

Use Styles in Word.

Using styles properly creates a document structure with headings, paragraphs,

table data, and lists. Styles also insure a consistent look for each of these elements (e.g. all
paragraph text looks the same, all heading 2 looks the same, all table data looks the same).
When converted to PDF, the structure of the document is maintained.

Open the "Styles and Formatting" Task Pane.

From the FORMAT menu, choose "Styles and Formatting" or use the button
on your toolbar to toggle the pane on and off.

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There are two types of styles: paragraph and character. Paragraph styles are used to define
and format blocks of text grouped between carriage returns [ENTER]. Character styles
format individual letters, words, or groups of words.

When you format your text using the Formatting toolbar, you are applying character
formatting, even when you select entire paragraphs. Character formatting means that
initially, all text on the page is assigned as “Normal” paragraphs. As you highlight and
format your document, a particular set of formatting instructions is added to the Normal
definition. When the document is converted to PDF, all text is converted as one long
paragraph with a myriad of style codes to manage each specific formatting change. These
formatting instructions are often misinterpreted or interpreted differently throughout the
document. Using styles properly insures structure is maintained.

Apply an Existing Style

To apply an existing style to your document:

1. Put your cursor anywhere within the paragraph you want to style.
2. Click on the style name in the “Styles and Formatting” pane or use the drop-down

box on the formatting toolbar:

View a Style Definition

You can easily view the features of a current style definition holding your mouse over the
definition in the “Styles and Formatting” pane:

Modify an Existing Style

1. In the “Styles and Formatting” pane, click on the drop-down menu that appears to the
right of the style definition.
2. Choose “Modify”

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 3. The “Modify Style” dialogue box appears (pictured right). This dialog shows you the
current formatting applied with this style and allows you to make minor changes.
4. For more advanced options, click on the “Format” menu at the bottom-left of the
“Modify Style” dialog box and select the area you want to modify (pictured below).

Modify an Existing Style: Quick Method.

You can also modify an existing style quickly using the style update feature:

1. Select some text that has the style you want to modify.
2. Make changes to the style using the formatting toolbar.
3. From the menu in the “Styles and Formatting” pane, choose “Update to Match
Selection.” All text using that style will now reflect your changes.

In the “Modify Style” dialog box, check the “Automatically update” box to have Word
automatically update your style definition whenever you change the formatting in your
document.

Create a New Custom Style.

You can create a custom style by clicking on the “New Style” button in the “Styles
and Formatting” pane. Be sure to base your new style on either a paragraph or heading to
insure it is included in the document structure.

The power of mail merge

You use mail merge when you want to create a set of documents that are
essentially the same but where each document contains unique elements. For example,
in a letter that announces a new product, your company logo and the text about the
product will appear in each letter, and the address and greeting line will be different in
each letter.

Using mail merge, you can create:

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 A set of labels or envelopes: The return address is the same on all the labels or
envelopes, but the destination address is unique on each one.
A set of form letters, e-mail messages, or faxes: The basic content is the same in
all the letters, messages, or faxes, but each contains information that is specific to the
individual recipient, such as name, address, or some other piece of personal data.
A set of numbered coupons: The coupons are identical except that each contains
a unique number.

Creating each letter, message, fax, label, envelope, or coupon individually would take
hours. That's where mail merge comes in. Using mail merge, all you have to do is create
one document that contains the information that is the same in each version. Then you
just add some placeholders for the information that is unique to each version. Word
takes care of the rest.

Start the mail merge process

To start the mail merge process:

Start Word.

A blank document opens by default. Leave it open. If you close it, the next step
won't work.

On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

NOTE In Word 2002, on the Tools menu, point to Letters and Mailings, and
then click Mail Merge Wizard.

The Mail Merge task pane opens. By using hyperlinks in the task pane, you navigate
through the mail-merge process.

Step 1: Choose a document type and main document

This step in the mail-merge process involves two choices. First, you choose the type of
document that you want to merge information into. Then, you choose the main document
that you want to use. The main document is the document that you start with. It's the
model for all of the merged documents that you eventually create.

NOTE Remember, we're using form letters as the example in this article series. If you
are creating a set of merged labels or envelopes, the process is a little different. To go
directly to information about labels or envelopes, click a link in the See Also section of
this column.

Choose the type of document you want to merge information into

The Mail Merge task pane opens with a question about what type of merged
document you are creating. After you choose, click Next at the bottom of the task pane.

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 NOTE If you don't see the Mail Merge task pane, on the Tools menu, point to Letters
and Mailings, and then click Mail Merge (or Mail Merge Wizard, if you're using Word
2002).

If you have fax support set up on your computer and a fax modem installed, you will
also see Faxes in the list of document types.

Choose the main document you want to use

If your main document (called the starting document in the task pane) is already open,
or you are starting with a blank document, you can click Use the current document.

Otherwise, click Start from a template or Start from existing document, and then locate
the template or document that you want to use.

Step 2: Connect to a data file and select records

To merge unique information into your main document, you must connect to (or create
and connect to) the data file where the unique information is stored. If you don't want

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to use all the data in the file in your merge, you can choose the records that you want to
use.

Connect to the data file

In this step in the mail-merge process, you connect to the data file where the unique
information that you want to merge into your documents is stored.

If you keep complete, up-to-date information in your Microsoft Office Outlook®

Contacts list, that is an excellent data file to use for customer letters or e-mail messages.
Just click Select from Outlook contacts in the task pane, and then choose your Contacts
folder.

If you have a Microsoft Office Excel worksheet or a Microsoft Office Access database
that contains your customer information, click Use an existing list, and then click
Browse to locate the file.

If you don't have a data file yet, click Type a new list, and then use the form that opens
to create your list. The list is saved as a mailing database (.mdb) file that you can reuse.

NOTE If you're creating merged e-mail messages or faxes, make sure that your data
file includes a column for the e-mail address or fax number. You will need that column
later in the process.

Choose the records in the data file that you want to use

Just because you connect to a certain data file doesn't mean that you have to merge
information from all the records (rows) in that data file into your main document.

After you connect to the data file that you want to use or create a new date file, the Mail
Merge Recipients dialog box opens. You can select a subset of records for your mail
merge by sorting or filtering the list.

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Do any of the following:

To sort the records in a column in ascending or descending order, click the

column heading.
To filter the list, click the arrow beside the column heading that contains the
value on which you want to filter. Then, click the value that you want. Or, if your list is
long, click (Advanced) to open a dialog box where you can set the value. Click (Blanks)
to display only records that contain no information or (Nonblanks) to display only
records that contain information.

Step 3: Add fields to the main document

After you connect your main document to a data file, you're ready to add fields that
indicate where the unique information will appear in each copy of the document that
you generate when you merge. To make sure that Word can find a column in your data
file that corresponds to every address or greeting element, you may need to match fields.

Add fields

If your main document is still blank, type the information that will appear in each copy.
Then, add fields by clicking the hyperlinks in the task pane.

Fields are placeholders that you insert into the main document at locations where you
want unique information to appear. For example, you can click the Address block or
Greeting line links in the task pane to add fields near the top of a new product letter, so
that each recipient's letter contains a personalized address and greeting. Fields appear
in your document within chevrons, for example, «Address Block».

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If you click More items in the task pane, you can add fields that match any of the
columns in your data file. For example, your data file might include a column called
Personal Note. By putting a Personal Note field at the bottom of a form letter, you can
further personalize each copy. You can even customize envelopes by adding a postal bar
code — if you are using the English (U.S.) language version of Word — or electronic
postage (if you have an electronic postage program installed).

Match fields

If you insert an address block field or a greeting line field into your document, you are
prompted to choose the format that you prefer. For example, the illustration shows the
Greeting Line dialog box that opens when you click Greeting line in the task pane. You
use the lists under Greeting line format to make your choices.

If Word can't match each greeting or address element with a column from your data
file, the addresses and greeting lines will not be merged correctly. To help avoid
problems, click Match Fields. The Match Fields dialog box opens.

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The elements of an address and greeting are listed on the left. Column headings from
your data file are listed on the right.

Word searches for the column that matches each element. In the illustration, Word
automatically matched the data file's Surname column to Last Name. But Word was
unable to match other elements. From this data file, for example, Word can't match
First Name or Address 1.

By using the lists on the right, you can select the column from your data file that
matches the element on the left. In the illustration, the Name column now matches First
Name, and the Address column matches Address 1. It's okay if Courtesy Title,
Company, and Spouse First Name aren't matched, because they aren't relevant in the
documents that you are creating.

When you finish adding and matching the fields in your main document, you are ready
for the next step.

Step 4: Preview the merge and then complete it

After you add fields to your main document, you are ready to preview the merge results.
When you're satisfied with the preview, you can complete the merge.

Preview the merge

You can preview your merged documents and make changes before you actually
complete the merge.

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To preview, do any of the following:

Page through each merged document by using the next and previous buttons in
the task pane.
Preview a specific document by clicking Find a recipient.
Click Exclude this recipient if you realize you don't want to include the record
that you are looking at.
Click Edit recipient list to open the Mail Merge Recipients dialog box, where you
can filter the list if you see records that you don't want to include.
Click Previous at the bottom of the task pane to go back a step or two if you need
to make other changes.

When you are satisfied with the merge results, click Next at the bottom of the task pane.

Complete the merge

What you do now depends on what type of document you're creating. If you are
merging letters, you can print the letters or modify them individually. If you choose to
modify the letters, Word saves them all to a single file, with one letter per page.

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No matter what type of document you are creating, you can print, transmit, or save all
or just a subset of the documents.

Remember that merged documents that you save are separate from the main document.
It's a good idea to save the main document itself if you plan to use it for another mail
merge.

When you save the main document, in addition to its content and fields, you also save its
connection to the data file. The next time you open the main document, you're
prompted to choose whether you want the information from the data file to be merged
again into the main document.

If you click Yes, the document opens with information from the first record
merged in. If you open the task pane (Tools menu, Letters and Mailings submenu, Mail
Merge command), you are at the Select recipients step. You can click hyperlinks in the
task pane to modify the data file to include a different set of records or to connect to a
different data file. Then, you can click Next at the bottom of the task pane to proceed
with the merge.
If you click No, the connection between the main document and the data file is
broken. The main document becomes a standard Word document. Fields are replaced
with the unique information from the first record.

ASSIGNMENT QUESTIONS

1. Explain the various options available in word for formatting paragraphs

2. Briefly explain different options available in the format menu of MS Word.
3. Write steps for inserting and deleting tab
4. What is Book mark?
5. What is mail merge? Explain
6. Explain different paragraph formatting options available in MS Word
7. What are the major features of MS Word?
8. Explain the steps for creating Header and Footer in MS Word
9. Explain Hyperlink
10. Write short notes on changing row height and column width
11. How we can modify the Table
12. Write notes on Bullets and numbering
13. ,, Boarders and shading
14. '' Format – Font
15. ,, Tools – Auto correct
16. Short note on Spell check
17. Different views in MS Word
18. Explain inserting a Table
19. Write steps for create a table using Design view
20. What is protection? Write steps for protect your document
21. What is Find and Replace and what are the steps to Find and Replace
22. What is Undo and Redo?
23. Write short note on Header and Footer
24. How you can change the text alignment and what are its steps
25. What is sort? Write steps for sorting
26. Write the steps for printing document
27. How you can add page number
28. Briefly explain table menu in MS Word
29. Explain Edit menu in MS Word
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30. Explain Paragraph menu in MS Word
31. Explain Tools menu in MS Word
32. What are the two types of text alignment?

REFERENCE LINK

http://www.bssve.in/QuestionBank/WORD,%20EXCEL,%20POWERPOINT.asp
http://www.slideshare.net/shkhanal/microsoft-excel-mcq-bank-from-mcqsetscom
http://www.scribd.com/doc/33995730/Question-Bank-on-MS-Excel
http://www.mastguru.com/ms-excel-questions-answers/question/180
http://www.bankingawareness.com/computer-awareness/computer-awareness-quiz-56-
computer-knowledge/#.Vdqv6SehLEc.gmail

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