IMPORTANT FEATURES OF MS

IMPORTANT FEATURES OF MS-WORD
Ms-Word not only supports word processing features but also DTP features. Some of the
important features of Ms-Word are listed below:
i) Using word you can create the document and edit them later, as and when required, by
adding more text, modifying the existing text, deleting/moving some part of it.
ii) Changing the size of the margins can reformat complete document or part of text.
iii) Font size and type of fonts can also be changed. Page numbers and Header and Footer
can be included.
iv) Spelling can be checked and correction can be made automatically in the entire
document. Word count and other statistics can be generated.
v) Text can be formatted in columnar style as we see in the newspaper. Text boxes can be
made.
vi) Tables can be made and included in the text.
vii) Word also allows the user to mix the graphical pictures with the text. Graphical pictures
can either be created in word itself or can be imported from outside like from Clip Art
Gallery.
viii) Word also provides the mail-merge facility.
ix) Word also has the facility of macros. Macros can be either attached to some
function/special keys or to a tool bar or to a menu.
x) It also provides online help of any option.
HEADER AND FOOTER

A Header is text that appears automatically at the top of every page in a document, and Footer is
text that appears automatically at the bottom of every page of the document. The Headers and
Footers also get printed on every page of the document. It is a very powerful tool of Ms-Word
and is used extensively.
Headers and Footers can be invoked by clicking on View from the menu bar and then selecting
the Headers and Footers option.
A dotted box is provided for entering the Headers to be appeared at the top of every page.
-----Header--------------------------------------------------------------------------------------
Header Area
After typing the text for Header you can switch to the footer area by clicking on the Switch
between Header and Footer tool from the Header and Footer Toolbar as shown in the Fig.
-----Footer---------------------------------------------------------------------------------------
Footer Area
You can use the Header and Footer toolbar buttons to insert the page number, the current date, or
the current time into your Header or Footer.
Preview and Printing a Document
By default Ms-Word prints one copy of the entire document. Printing can be done to a file also
which is called print file. Printing a document is a three-step process, namely
 Connecting a printer
 Selecting or installing the printer
 Printing a document
The first two steps are done only once. The printer is connected through a cable to the computer.
Choose the Print option from the File menu. The following dialog box will appear as shown in
the Fig. 12.9
Fig. 12.9 Printing Document
Choose the Printer button and select the printer you want to use. If you do not see your printer
listed in the box, you must install printer driver first.
The third step, printing a document is then executed after you specify the printing option. Before
you actually print a document you can previews the document as it will look when printed and
allow you to make final adjustments to the layout.
From the Print dialog box, you can specify the number of copies to print an also the page range
to be printed. You can specify the page numbers separated by commas or a range of pages with
a hyphen between the page numbers. For example 2,4,6,7 or 3-7. You can also click on the Print
tool from the standard toolbar
(a) Printing to a File
When you print a document, instead of printing on a printer, you can redirect it to a file which is
called a print file. You can do so by enabling the Print to File option from the Print dialog box
and then mention a name of the print file.
CREATING AND MANAGING TABLES

Sometimes you are required to present data and information in a tabular form while preparing
any reports along with the text. Ms-Word provides a special feature called Table which helps
you present the information in a tabular form.
(a) Creating a Table

You can create a table into your document using the Insert option from the Table menu. Place
the insertion point where you want to insert the table and then select Insert Table after clicking
on Table from the menu bar. The following dialog box will appear as shown in the Fig. 12.8
Fig. 12.8 Inserting a Table
From the box you can specify the number of columns and rows and then click on OK to insert
the table. The following structure will be displayed if you specify number of columns at 3 and
number of rows at 3.
A table consists of vertical columns and horizontal rows as shown above. The intersection of a
column and a row is called a cell. Gridlines are displayed between the cells.
You can also create a table by clicking on Insert Table button from the formatting toolbar. In this
case you need to drag on the Insert Table button grid to specify the number of columns and rows.
(b) Entering text into Table
After creating a Table at the desired place, you can enter the text by clicking on any of the cell.
The Tab key can be used to move to the next cell. Within each cell, the text wraps just like it
does in a given column. The cell expands vertically to fit the text entered.
(c) Modifying Table

After you have created your table or even after you have entered your data into the table, you can
still perform various operations on the table, which are described below:
Inserting Rows and Columns
To insert a row at the end of a table, bring the cursor to the last cell and Press the Tab key. To
insert a row within a table, bring the cursor to the row before which the new row has to appear
and then select Insert Row option from Table menu bar. A new row will be inserted before the
selected row.
To insert a column, select the Column option from the Table menu and then select the Insert
Column option. A new column will be inserted to the left of the selected column.
Deleting Rows and Column
To delete one or more contiguous rows in a table, select the row(s) that you want to delete and
then select Delete Rows from Table menu.
To delete one or more contiguous columns, select the column(s) that you want to delete and then
select Delete Columns option from the Table menu.
To delete an entire table, select the table and then choose Delete Rows option from the Table
menu.
Changing Column Width

To change column width, point the column boundary that you want to change, the mouse pointer
will become a horizontal double headed arrow. Then drag the column boundary to the desired
width and then release the mouse button.
You can also change the column width by selecting the Column and then selecting the option
Cell Height and Width from Table menu. Enter the desired width in the Width of Column text
box and click on OK to change the column width of the selected column.
Changing Row Height

To change height of a row, point the row boundary that you want to change, the mouse pointer
will become a vertical down headed arrow. Then drag the row boundary to the desired height and
then release the mouse button. You can also change the column width by selecting the Row and
then selecting the option Cell Height and Width from Table menu. Enter the desired height in
the Height of Row text box and click on OK to change the row height of the selected row.
(d) Sort
Using this option any column of the table can be sorted either on ascending or descending order.
This is applicable only for the numerical values in the cells of the table.
(f) Formula
Besides text, there can always be numerical values in the cells of the table. For numerical values
you may like to apply the different mathematical operations. Using the ‘Formula’ feature of MS-
WORD you can calculate the values and put it at the proper place. The following example shows
the application of Formula feature.

IMPORTANT FEATURES OF MS

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IMPORTANT FEATURES OF MS

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IMPORTANT FEATURES OF MS-WORD

HEADER AND FOOTER

CREATING AND MANAGING TABLES

(a) Creating a Table

(c) Modifying Table

Changing Column Width

Changing Row Height

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