MS-WORD (Part II)

Formatting Pages :
Creating and modifying Page Number :-

(1) Choose Insert > Page number to open Page number dialog box.
(2) Select the position and alignment on the page number. Indicate whether you like to display number on first page.
(3) Click Format to change the type of number.
(4) View page numbers in Page layout view or Print preview.

Creating Header and Footer.

(1) Choose View > Header and Footer.

(2) Enter text in the Header text box or click the switch between header and footer.
(3) Use the header and footer toolbar to insert page number, date and time field.
(4) Click the Page > Setup button to create a different first page header and footer or different odd and even page.
(5) Click the Show Next button to move to the header and footer in a different section.
(6) Click close to close the header and footer view and switch to page layout view or Print Preview to view the
header and footer.

Working with Newspaper Columns.

You will find easier to enter text in to a single column and then convert the text in to multiple column. To creating
Columns..

(1) Switch to Page Layout view. Select the text you want to change to columns.
(2) Click the column button and drag to select the number of columns.
(3) To make equal column, move the insertion point to the end of the text and insert a continuous section break.
(Insert > Break > Continuous>)
(4) To enter a little that span the column, enter the little at the beginning of the first column. Select the little, click
the column button and drag to select one column.

Creating and Removing Tables.

There are three ways to create a table.

(1) Insert table button.

(2) The Insert table dialog box.
(3) Draw table button.

(1) Click the Insert table button and drag to identify the numbers of column or rows you want. Release the mouse
button to insert the table.

Or,

(1) Click the table and borders button and use the pencil pointer to drag a rectangle the approximate size of the table.
Release the mouse button to create the outside border. Use the pencil to draw the column and row border.
Or,
(1) Choose Table > Insert Table from the menu.
(2) Enter the number of columns and rows in the spin boxes. Enter the desired column width in the column with text
box. Click OK.

Select in Tables.
A cell - Triple click in cell.
A row - Move mouse to left margin, point to the row and click.
Multiple row - Select first row, held down mouse button and drag down to desired numbers of rows.
A column - Hold down Alt key and click in column.
Multiple column - Select first column, hold down mouse button and drag the desired number of column.
Entire table : Hold down Alt key and double click.
Entering, Editing and Positioning Text in Table.

(1) Click in any cell and begin typing. Use tab key to move one cell to right, Shift + Tab to move left, arrow key to
move up and down.
(2) Apply any character or paragraph formatting option to the text. Each cell is treated as a paragraph.
(3) Click the align top, Center vertically and align bottom on the table and Border to reposition text within a cell.
(4) Click the text direction button on the table and border toolbar to rotate text vertically.

Adding and deleting Rows and Columns.

To add a row at the end of a table, simply move to the last cell and press Tab.
To insert row in the middle of the table, select the number of rows you want to insert, right click and choose insert
row from shortcut menu.
To delete rows, select the rows you want to delete, right click and choose delete rows from shortcut menu. In case of
column the procedure are same.

Changing Column and Cell width / Merging and splitting Cell.

(1) Changing the width of column by pointing the cell border and dragging the border with the double header arrow
pointer.
(2) Merge cell by selecting the cell you want to merge and choosing Table > Merge cell or right clicking and
choosing Merge cell.
(3) Split cell by using the eraser button on the table and border toolbar and erasing cell borders between the cell you
want to merge.

Mail Merge.

Creating and Entering records in a Data Source File.

1. Choose Tools > Mail Merge.

2. Choose Create and select a type of Main document.
3. Indicate whether you want to use the active window as Main Document or to create a new document.
4. Choose Get Data Source, and then choose Create New Data Source.
5. Check the field names in the dialog box; delete field names you don't want.
6. Add new field names by entering them in the field name text box and clicking Add Field Name.
7. Use the Move arrow to put field name in desired order.
8. Click OK when you are finished entering field names and are ready to save the file.
9. Enter a file name for the data source in Save dialog box. Click Save.
10. To begin entering data, choose Edit Data Source when prompted.
11. Enter records in the data form, pressing Tab between each field and Enter at the end of a record.
12. Click OK when you are finished entering records to go to the Main Document, or Click View Source to go
directly to the data table.
13. Clicking view source button in data table, you can Add, delete fields and record.

Creating a Main Document.

1. Choose Tools > Mail merge from the Menu bar.

2. Choose create and then select the type of main document.
3. Indicate whether you want to use the document in the active window or to create a new main document.
4. Choose get data under data source to open an existing data source file or to create a new data source.
5. Click Edit main document to enter the regular text in the main document.
6. Move the insertion point to the position where you want data from the data source to appear. Click Insert merge
field and select the field name from the list to insert merge field at the desired position.
7. Save the main document.

To View merge document.

i. Click the View merge data button on the mail merge toolbar.
ii. Use the navigation buttons to view each of the merge documents.
 iii. Click again on the view merged data button to return to the main document.

Merging a Main document with a Data Source

1.Click the Merge, Merge to New Document, or Merge to printer button on the Mail Merge toolbar.
2. Print the Merge document when you are satisfied.
3. Close the Merge document without saving changes.
Working with Object & Graphics

An object is data that can be embedded or linked in another application . Its called object linking and embedding or
OLE. It is a protocol that allows application to communicate with other application. Easiest way to convert, embed or
link data in word is Copy and Paste.

Converting, Embedding and Linking

1) Open the file that contain the data.

2) Select the data and copy the selection to the clipboard.
3) Open the destination document.
4) Place the insertion point.
5) Choose Edit > Paste special.
6) Choose Paste.
7) Set the Float over text or display as Icon.
8) Click OK.

Inserting Clip and Graphics from Microsoft Clip Gallery

1) Position the insertion point where you want to insert clip.

2) Choose Insert > Picture > Clip Art to open Clip Gallery.
3) Click the file type, click play for preview.
4) Double Click to add it to document.

You can resize ( Format > Picture > Resize ) and modify a picture using picture tool bar.

Inserting Scanned Graphics

If your computer is hooked to a scanner, you can scan images in to Excel ,Word and PowerPoint through the
Microsoft Photo Editor.

1) In Excel ,Word and PowerPoint, choose Insert > Picture > From Scanner.
2) In the scanner's dialog box , set the scanning option , then click OK.
3) When the scanned images is placed in the Photo Editor, make any changes you desire.
4) Choose File > Exit and Return to [ document name ] in the Photo Editor menu bar to close the Photo Editor and
place the image in your office document.

Ordering Object.

1) Select the object that you want to bring forward or move back.
2) In word, choose Draw > Order from the drawing menu , then click Bring in front of text or Send behind text
button on the Drawing toolbar if you want position text in relation to a graphics.

Add a special text effect

1 On the Drawing toolbar, click WordArt .

2 Click the special effect you want, and then click OK.
3 In the Edit WordArt Text dialog box, type the text you want to format, select any other options you want,
and then click OK.
4 To add or change effects to the text, use the buttons on the WordArt and Drawing toolbars.
Group, ungroup, and regroup drawing objects

When you group objects, you combine them so you can work with them as though they were a single object. You can
flip, rotate, and resize or scale all objects in a group as a single unit. You can also change the attributes of all objects
in a group at one time ¾ for example, you might change the fill color or add a shadow to all objects in the group. You
can also create groups within groups to help you build complex drawings.
You can ungroup a group of objects at any time, and ¾ as long as the document is still active
¾ you can easily regroup them by selecting any one of the objects that was previously grouped. If you move to
another document or change views, you'll need to select each object and regroup them again.

Group drawing objects

1 Select the objects you want to group by holding down SHIFT as you click each object.
2 On the Drawing toolbar, click Draw, and then click Group.

Ungroup drawing objects

1 Select the group you want to ungroup.

2 On the Drawing toolbar, click Draw, and then click Ungroup.

Regroup drawing objects

1 Select any one of the objects that was previously grouped.

2 On the Drawing toolbar, click Draw, and then click Regroup.

Note The Regroup command is unavailable if the object you select is part of another group, or if you moved to
another document or changed views after you ungrouped the objects.

Add bullets or numbers to lists

When you manually number the items in a list, Word converts the typed numbers to automatic numbering. If you
begin a paragraph with a hyphen, Word automatically converts the paragraph to a bulleted item when you press
ENTER to end the paragraph.

You can automatically add numbers to the headings in a technical or legal document with the numbering format you
choose by using the built-in heading styles. If you do not use built-in heading styles, you can still add numbers to the
headings by linking each heading to a numbered format.

Add bullets or numbers

1 Select the items to which you want to add bullets or numbers.

2 To add bullets, click Bullets .

To add numbers, click Numbering .

Notes

· To create a bulleted or numbered list automatically as you type, type 1. or * followed by a space or a tab and
any text you want. When you press ENTER to add the next list item, Word automatically inserts the next number or
bullet. To finish the list, press ENTER twice. You can also finish the list by pressing BACKSPACE to delete the last
number in the list.
· To change the bullet or number format or the spacing between the bullet or number and the text, select the
items, and then click Bullets and Numbering on the Format menu. Click either the Bulleted or Numbered
tab, and then click the format you want. To adjust the spacing, click Customize, and then change the distance from
bullet or number position to text position. Word applies the changes you make the next time you click Bullets or
Numbering .
Find and replace

You can search for and replace text, specific formatting, and special items such as paragraph marks (), fields, or
graphics. You can also search for and replace all forms of a word (for example, replace "make" with "build" as well
as "made" with "built"). To fine-tune a search, use wildcards (for example, search for "s?t" to find "sat" or "set").

Find text

1 On the Edit menu, click Find.

2 In the Find what box, enter the text you want to search for.
3 Click Find Next.

Note To cancel a search in progress, press ESC.

Find specific formatting

1 On the Edit menu, click Find.

2 If you don't see the Format button, click More.
3 To search for text with specific formatting, enter the text in the Find what box.
4 Click Format, and then select the formats you want.
5 Click Find Next.

Note To cancel a search in progress, press ESC.

Tip If you want to clear the specified formatting, click No Formatting.

Replace text

1 On the Edit menu, click Replace.

2 In the Find what box, enter the text you want to search for.
3 In the Replace with box, enter the replacement text.
4 Click Find Next, Replace, or All.

Note To cancel a search in progress, press ESC.

Replace specific formatting

1 On the Edit menu, click Replace.

2 If you don't see the Format button, click More.
3 To search for text with specific formatting, enter the text in the Find what box.
4 Click Format, and then select the formats you want.
5 In the Replace with box, repeat steps 3 and 4.
6 Click Find Next, Replace, or All.

Note To cancel a search in progress, press ESC.

Tip If you want to clear the specified formatting, click No Formatting.

Find and remove text or character formatting

1 On the Edit menu, click Replace.

2 If you don't see the Format button, click More.
3 To search for text only, enter the text in the Find what box.
 4 To search for text with specific formatting, enter the text in the Find what box. Click Format, and then select
the formats you want.
5 To search for specific formatting only, delete any text in the Find what box. Click Format, and then select
the formats you want.
5 To remove text, delete any text in the Replace with box.

6 To remove the specified character formatting, click Format, click Font, and then select the opposite format
(for example, Not Bold or No Underline).

6 Click Find Next, Replace, or All.

Note To cancel a search in progress, press ESC.

Find and replace noun or adjective forms or verb tenses

You can search for and replace the following:

· Singular and plural noun forms (for example, replace "apple" with "orange" at the same time you
replace "apples" with "oranges").
All adjective forms (for example, replace "worse" with "better" at the same time you replace
"worst" with "best").
All tenses of a root verb (for example, replace "sit" with "stand" at the same time you replace "sat"
with "stood").
1 On the Edit menu, click Find or Replace.
2 If you don't see the Find all word forms check box, click More.
3 In the Find what box, enter the text you want to search for.
4 If you want to replace the text, enter the replacement text in the Replace with box.
5 Select the Find all word forms check box.
6 Click Find Next, Replace, or All.
7 If the replacement text is ambiguous, click the word that best matches the meaning you want.

For example, "saw" can be both a noun and a verb; click "saws" to replace nouns, or click "sawing" to replace verbs.

Note To cancel a search in progress, press ESC.

Tips

· If you're replacing text, it's a good idea to click Replace instead of All; that way, you can confirm each
replacement to make sure it's correct.
· Use the same part of speech and tense for both the search and replacement text. For example, search for
"see" and replace it with "observe" (both are verbs in the present tense).

Use shortcuts to insert frequently used text and graphics

You can use AutoText to store text or graphics you plan to reuse, such as product names, boilerplate text, a company
logo, or a formatted table. When you're ready to retrieve an item, select from a list of AutoText entries, or have Word
automatically insert an AutoCorrect entry as you type.
You can also use AutoText entries to quickly assemble a document. For example, as you type a letter, select from a
list of common letter elements such as salutations, closings, and a return address.

Creating, Inserting and Deleting AutoText

1 Select the text to include in the AutoText. To include formatting, click the Show/Hide Paragraph Mark
button and select the text including the paragraph mark.
2 Choose Insert > AutoText > New and name the AutoText.
3 To insert the AutoText in a document , type the entry's name and press the F3 key.
 4 To delete an AutoText entry, click the AutoText button on the toolbar to open the AutoText dialog box.
Select the AutoText entry and click the Delete button.

Styles

Styles define the appearance of various text elements of your document, such as headings, captions, and body text.
When you apply a style to a paragraph or word, you can apply a whole group of character or paragraph formats or
both in one simple operation. When you want to change the formatting of all the text of a particular element at once,
you just change the style that's applied to that element. Styles make formatting your document easier. Additionally,
they serve as building blocks for outlines and tables of contents.

When you use styles, you can change all text formatted with the style just by redefining the style. For example, if
your main headings are 14 point Arial, flush left, and bold, and you later decide you want your headings to be 16
point Arial and centered, you don't have to reformat every instance of the heading. Just change the properties of that
style.

Applying Styles

1 Click the Styles drop-downing arrow on the Formatting toolbar and choose a style from the list.
2 To apply a styles to existing text , select the text then choose the style.

Create new styles

The quickest way to create a new paragraph style is to format a paragraph, select it, and then base the new style on
the formatting and other properties applied to the selected text.

1 Select the text that contains the formatting you want to include in your style.
2 Click in the Style box .
3 Type over the existing style name to create the name for the new style.
4 Press ENTER.

Notes
To create new character styles, click Style on the Format menu, and then click New. In the Name box, type a name
for the style. In the Style type box, click Character. Select the other options you want, and then click Format to set
attributes for the style.

Using Templates

A Template is a collection of document formatting option and content that is available when you create a new
document. To help make your work easier, MS-Word includes additional templates for preformatted documents and
template Wizards that walk you through a series of steps to customize a preformatted document.

Create a template

A template can store text, custom toolbars, macros, shortcut keys, styles, and AutoText entries. An easy way to
create a template is by opening a document that contains the items you want to reuse and saving it as a template.
If you save a template in the Templates folder, the template will appear on the General tab when you click New on
the File menu.

1 To base a new template on an existing document, click Open on the File menu, and then open the
document you want.
2 To base a new template on an existing template, click New on the File menu. Click a template that is
similar to the one you want to create, click Template under Create New, and then click OK.

3 On the File menu, click Save As.

4 In the Save as type box, click Document Template (*.dot). This file type will already be selected if you
are saving a file that you created as a template.
5 Word proposes the Templates folder in the Save in box. To save the template so that it will appear on a
tab other than General, switch to the corresponding subfolder within the Templates folder.
6 In the File name box, type a name for the new template, and then click Save.
7 In the new template, add the text and graphics you want to appear in all new documents that you base on
the template, and delete any items you don't want to appear.
8 Make the changes you want to the margin settings, page size and orientation, styles, and other formats.
9 Click Save , and then click Close on the File menu.