Computer Fundamentals Unit 4 Notes PDF

Computer Fundamentals Unit 4 Notes Outline MS-Word: Overview of Word Processing, Parts of word window. (C1: Knowledge) Explain metrics Types of Menus, Opening, creating saving, cut, copy and paste. Print and print preview. (C2: Comprehension) Explain following in Find and Replace, Header& Footer, sa...

Computer Fundamentals Unit 4 Notes Outline MS-Word: Overview of Word Processing, Parts of word window. (C1: Knowledge) Explain metrics Types of Menus, Opening, creating saving, cut, copy and paste. Print and print preview. (C2: Comprehension) Explain following in Find and Replace, Header& Footer, save & save as, Borders and shading, Bullets & Numbering, spelling and Grammar, Word count, Mail Merge, Table handling and important shortcut keys, Macros. (C2: Comprehension) 1. Outline MS-Word: Overview of Word Processing What is ms word? Microsoft Word enables us to create professional-quality reports, documents, resumes, and letters. Unlike a plain text editor, Microsoft Word has highlights including grammar check, spell check, image support, text and font formatting, advanced page layout, HTML support, and more. Follow these simple steps to open MS Word on your individual computer: Click on Start →Go to All Programs → Select MS Office → Then select MS Word. One can create MS Word doc by these simple steps: Step 1: Open Microsoft Word with the above step. Step 2: Once the program is open, click on->Microsoft office button(For Windows 7) or File(For Windows 10) succeeded by->” New” and this will open a new doc. MS Word is utilized by people of every age group, in schools, in colleges, and for official purposes as well, therefore having proper knowledge of Microsoft Word is a necessity. Word Processing refers to the act of using a computer to create, edit, save and print documents. In order to perform word processing, specialized software (known as a Word Processor) is needed. One example of a Word Processor is Microsoft Word, but other word processing applications are also widely used. Examples include: Microsoft Works Word Processor, Open Office Writer, Word Perfect and Google Drive Document. 2. Parts of word window. File Tab The File tab replaces the Office button from Word 2007. You can click it to check the Backstage view. This is where you come when you need to open or save files, create new documents, print a document, and do other file-related operations. Quick Access Toolbar This you will find just above the File tab. This is a convenient resting place for the most frequently used commands in Word. You can customize this toolbar based on your comfort. Ribbon Ribbon contains commands organized in three components − Tabs − These appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are examples of ribbon tabs. Groups − They organize related commands; each group name appears below the group on the Ribbon. For example, group of commands related to fonts or group of commands related to alignment, etc. Commands − Commands appear within each group as mentioned above. Title bar This lies in the middle and at the top of the window. Title bar shows the program and document titles. Rulers Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the left edge of the Word window and is used to gauge the vertical position of elements on the page. Help The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on various subjects related to word. Zoom Control Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left or right to zoom in or out; you can click the + buttons to increase or decrease the zoom factor. View Buttons The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch through the Word's various document views. Print Layout view − This displays pages exactly as they will appear when printed. Full Screen Reading view − This gives a full screen view of the document. Web Layout view − This shows how a document appears when viewed by a Web browser, such as Internet Explorer. Outline view − This lets you work with outlines established using Word’s standard heading styles. Draft view − This formats text as it appears on the printed page with a few exceptions. For example, headers and footers aren't shown. Most people prefer this mode. Document Area This is the area where you type. The flashing vertical bar is called the insertion point and it represents the location where text will appear when you type. Status Bar This displays the document information as well as the insertion point location. From left to right, this bar contains the total number of pages and words in the document, language, etc. You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the provided list. Dialog Box Launcher This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options about the group. 3. Explain metrics: Types of Menus What is the ribbon? The ribbon is a command bar that organizes a program’s features into a series of tabs at the top of the screen. Ribbon tabs are composed of groups of closely related commands, designed to help users quickly find desired commands. Each ribbon is a bar (line) across the page. Upper Ribbon Tabs The upper ribbon, also known as the menu bar. The current upper ribbon tabs are: Home Insert Draw Design Layout References Mailings Review View Tell Me On the far right side of the bar are two buttons: Share Comments Lower Ribbon Below the upper ribbon is the lower ribbon, also known as the Toolbar. The lower ribbon changes according to which tab is selected in the top ribbon – it is directly associated with a specific tab in the top ribbon. Home Tab The Home tab is organized into commands that fall under these “groupings”: Clipboard, Font, Paragraph, and Styles. (Visually, there is a vertical line between these sections.) There are additional options (available in a drop down menu) under each of some of these areas. Insert Tab The Insert tab is used to insert or add extra features to the document, such as pictures, shapes, pages, symbols, etc. Icons and text are used to identify these options. Most of these options have a drop down menu for additional features. The Insert commands are organized by commands that fall into these groupings: Pages, Tables, Illustrations, Add-ins, Media, Links,Comments, Header and Footer, Text and Symbols. Draw Tab The Draw tab enables the user to draw in the Word document. The Draw tab is available with Office 365 and if available, may need to be added to your ribbon. The Draw tab has options for choosing what you want to do (draw/eraser), type of pen tool, and draw with trackpad. Design Tab The design tab provides format themes, backgrounds, color schemes, page borders, etc. for your document. If you do not see the Design tab and you would like it in your ribbon, go to File > Options > Customize Ribbon and check the box beside Design. Layout Tab The Layout tab enables the user to control the layout, including the page orientation, margins, etc. The Layout options are organized by commands that fall under: Page Setup, Margins, and Arrangement. References Tab The Reference tab enables the user to enter document sources and citations, create a table of contents, add an index, etc. The Reference tab is organized by commands that fall under these groupings: Table of Contents, Footnotes, Research, Citations, Captions, Index, and Table Authorities, Mailings Tab The Mailings Tab enables the user to merge emails, writing and inserting different fields, etc. and is the least used tab. The Mailings tab is organized by commands that fall under these groupings: Address, Start Mail Merge, Insert Fields, Preview, Merge Range, and Finish. Review Tab The Review Tab enables users to proofread, add or remove comments, track changes, Read Aloud, check accessibility, etc. Students with low vision who are not using a screen reader can access Read Aloud. Educators who are creating Word documents for classroom use should use the Check Accessibility to check their documents for common accessibility errors. Students are often involved in group projects that require tracking as peers provide comments to the documents and teachers often provide comments directly in the digital document. After learning the basic Word processing skills (such as copy and paste), the next step for students is to learn to use features in the Review tab in order to work on group projects. The Review tab is organized by commands that fall under these groupings: Proofreading, Read Aloud, Accessibility, Translate, Comments, Tracking, Reviewing, Accept, Compare, Protect, Ink, and Resume Assistance. View Tab The View tab enables users to switch between different views of the document such as seeing more than one page at a time, boundaries, grids and rulers. The View Tab now includes accessibility features such as Focus, Immersive Reader, and Zoom. The View Tab is organized by commands that fall under these groupings: Document View, Accessibility, Show/Hide, Zoom, Window, and Macros. The Focus option will hide everything at the top of the Word document, leaving just the blank (or written text) on the page. Focus mode was designed to remove any distractions from the document so that students can focus on their writing (or reading). When in Word and using a Mac, Control + Shift + Command + F will toggle Focus on and off.  4. Opening, creating saving, cut, copy and paste. Opening a Document Click the "File" tab in the top left corner of the Word window. Choose "Open". Navigate to the location of the document you want to open. Select the document and click "Open". Creating a New Document Click the "File" tab. Choose "New". Select a template or start with a blank document. Saving a Document Click the "File" tab. Choose "Save" to save the document with the current name and location. Choose "Save As" to save the document with a new name or location. Cutting, Copying, and Pasting These functions allow you to move or duplicate text or objects within or between documents. Cutting: Removes the selected text or object and places it on the clipboard. Keyboard shortcut: Ctrl+X (Windows) or Command+X (Mac) Ribbon: Home tab -> Clipboard group -> Cut Copying: Creates a copy of the selected text or object and places it on the clipboard without removing the original. Keyboard shortcut: Ctrl+C (Windows) or Command+C (Mac) Ribbon: Home tab -> Clipboard group -> Copy Pasting: Inserts the contents of the clipboard at the current cursor position. Keyboard shortcut: Ctrl+V (Windows) or Command+V (Mac) Ribbon: Home tab -> Clipboard group -> Paste Additional Tips: You can access multiple items from the clipboard using the small arrow next to the Paste button. Right-clicking on selected text often provides a shortcut menu with cut, copy, and paste options.  5. Print and print preview. Print Preview Before you commit to printing, it's essential to check how your document will look on paper. This is where print preview comes in handy. Access Print Preview: Click the "File" tab in the top left corner of your Word document. Select "Print". This will open the Print dialog box. Click the "Print Preview" button. Review Your Document: You'll see how your document will appear on each page. Use the navigation buttons (previous and next page) to check all pages. Zoom in or out to examine specific details. Check image placement, size, and quality. Ensure text and images are not cut off or overlapping. Printing Your Document Once you're satisfied with the print preview, you can proceed with printing. Access Print Options: While in print preview, you can adjust various print settings like: Number of copies Page orientation (portrait or landscape) Paper size Printer selection Print range (all pages, specific pages, or current page) Start Printing: After making necessary adjustments, click the "Print" button. Your document will be sent to the selected printer.  6. Explain following: Find and Replace Find and Replace Sometimes it is difficult to look for a certain item from a list of different items from a document. It might be time taking to look for that word within each line of the document. To make this process easier, Microsoft provides its users with a tool called ‘Find’ to search for a specific word. Example: Teacher Mrs. Desai got a Word document from her school to verify and update her information in the document, which has enormous tabular data of more than 300 teachers. She found it very challenging to see her name. But then she remembered that it can be quickly done by using the “Find” function in Microsoft Word. Find function helped her find her information which was at row number 233. She checked the data and found that everywhere her middle name was misspelled, the changes required at 7 places. She applied the “Replace” function from Microsoft Word. She quickly replaced the incorrect middle name with the correct one in a fraction of seconds. Great!!! Let us learn how did she do that? Following are the steps to find and replace the word in Microsoft Word 2010: Step 1: Go to the Home tab. Step 2: Select the Replace option from the Editing category. Step 3: After clicking on Replace following window will appear Step 4: Click on the Find Tab And enter the word or phrase to be searched and click on Find Next. Select Find Next until you come to the word you want to update. Step 5: Select Replace. To find and replace the text. To update all instances at once, choose Replace All. Step 6: To Exit from Find and Replace, click on the Cancel button or the close button available in the upper right corner. Example: Let us consider, there’s a need to search the word “Roy” in the Word document. Step 1: Type the word “Roy” and click on Find Next. It will highlight all the occurrences of “Roy”. Click on Replace and enter the text with which the “Roy” is to be replaced. I want to replace it with “Rane” click on Replace All. Step 2: After clicking on Replace All you will find the following message informing you about the replacements done. And you can observe in the above image that the word Roy been replaced by Rane. More Features: There are some additional features provided to make our search more specific. You can select the options like Find all word forms, Match case, ignore punctuation characters, etc. which will help us to make our search more sophisticated.  7. Header& Footer In Microsoft Word, Headers and Footers are used to insert additional information such as title, file name, date, page numbers, etc. The presence of both header and footer in the Word document makes your document more professional and easier to read as well as understand. Headers appear at the top margin of the Word document, while Footers appear at the bottom margin of the Word document. To insert a header and footer in Microsoft Word, follow the below given basic steps - Step 1: Open the new or an existing Word document in which you want to insert header and footer. Step 2: Go to the Insert tab at the top of the Ribbon. Step 3: Click on either header or footer drop-down menu in the Header & Footer section. Note: In our case, we are going to use Header drop-down option. Step 4: A Header or Footer drop-down menu will display on the screen with a list of built-in Header or Footer options. Select your desired option from the Built-in list. Note: In our case, we select the Blank option. Step 5: A Design tab with Header & Footer option will appear at the top of the document (on the Ribbon), as shown in the below screenshot. Step 6: Type your desired information into the header or footer section. Step 7: Once you type your desired text in the Header section, click on Close Header and Footer under the Design section on the Ribbon or press the Esc key from the keyboard to remove the dotted underline. Now, you can see that the Header is inserted to the Word document. Insert the Date or Time in a Header or Footer To insert the Date or Time in a Header or Footer, follow the below instructions - 1. Go to the Insert tab on the Ribbon and click on the Date & Time option in the Text section. 2. A Date and Time dialog box will appear on the screen in which do the following - o Select Date format from the Available format. o Select your desired language. o Tick on the Update automatically checkbox. o Click on the OK button at the bottom of the dialog box. Now, you can see that your selected format will appear on the Word document. Edit Header and Footer in Word document Once you create Header and Footer in Word document, you can also edit it based on your requirement. There are the following steps to edit Header and Footer in Word document. Step 1: Go to the Insert tab on the Ribbon and click on either Header or Footer drop-down menu that you want to Edit. Note: In our case, we are going to edit a Header, so we select Header drop-down option. Step 2: A Built-In Header option window will appear on the screen. Click on the Edit Header option. Step 3: Edit Header based on your requirement. Once you edit Header, click on the Close Header and Footer option at the top right corner of the document to disappear the blue dotted lines. Now, you can see that Header is edit based on your requirement. Delete Header and Footer from Word document To Delete Header and Footer from Word document, follow the below steps - 1. Go to the Insert tab on the Ribbon and click on the Header & Footer option. 2. A Header or Footer dialog will appear on the screen. Click on the Remove Header or Remove Footer option. 8. save & save as The Save and Save As option are the most important functions in the file menu on the toolbar. They both are mainly used to prevent data loss from the document sheet before you end the program, whereas, the Save As option in the file menu helps you create a space in any folder or any new location, save a file as a new existing file under a specific name. Both Save and Save As options allow you to save your data either in the existing sheet or by allowing you to save changes and create a new sheet. Save and Save As: Overview The primary distinction between Save and Save As options are that Save seeks to update the current content of the previously saved file, whereas Save As aims to create a new folder or save an existing file to a new location with the same name or a different title. Different ways to Access Save and Save as from the File Menu Option 1- Manually select the Save Option Select the file option File menu appears Select save option Save as menu box appears Browse the location where you want to save your file Select any folder (if applicable) Save the file Option 2- Manually select the Save option in a Saved File For instance, the file is already saved Add text or make any required changes Click on the File drop-down menu Save and Save As option menu appears Click save The required changes are initiated Option 3- Use of Shortcut Keys Press Ctrl+S in any file opened Save and Save As option menu appears Click save if the file is already saved at an existing location or a new browse box appears where you first save the file with a specific name and in a specific location in your system Click the Save As option if you want to first make sure that your file has a name and a specific location After saving the file, make any changes you want and press Ctrl+S The changes are saved Save Option in the File Menu Save option can be seen everywhere and is very commonly found in all programs under the drop-down option menu of the file option in the toolbar. The Save option icon looks like a floppy disc on the top left of the document. When you click the icon directly or through the drop-down menu in the file option in the toolbar, your file gets saved with the previous name as it was specified. And as you know, if the file is an altogether new one and does not have any existing record in your system and then, if you click on the Save option or click the shortcut key to save the file, the system asks you to specify a name to the file and the location where you will save the file. Save As Option in the File Menu Save As option is the option for the user who wants to make sure that the document must be saved with a proper name and at a specific location on the system. This option is used to make a copy or duplicate any file/folder or to save with a new name. this option always redirects to the menu box for saving the file in any location or creating copies. Save and Save As: Key Differences 1. Save and Save As options are both present in the File menu option in the toolbar. But, save lets the user save changes to an existing document if it is already saved in a location. Whereas, the Save As option lets the user save the file to a specific location in the system. 2. Save option doesn’t let the user make or create duplicate copies of the document but Save As option does. 3. Save allows us to update the previously saved version to match the current working version, and the previous stored work to be updated with the new work. Save As allows us to save our work for the first time, as well as ask for the name and location where it will be saved. 4. Save is initiated in one step and Save As option requires some set of steps to be followed. 5. Save option doesn’t allow a user to save the document in another format but in Save As does. Conclusion Save does not allow you to save the file in a different format. Save As, on the other hand, is a different storey. The Save As dialogue box allows the user to change the file format. The difference between Save and Save As is that Save allows you to update a previously saved file with new content, whereas Save As allows you to save a new file or an existing file to a new location with the same or different name. 9. Borders and shading Add Borders to Text Following are the simple steps to add border to any text or paragraph. Step 1 − Select the portion of text or paragraph to which you want to add border. You can use any of the text selection method to select the paragraph(s). Step 2 − Click the Border Button to display a list of options to put a border around the selected text or paragraph. You can select any of the option available by simply clicking over it. Step 3 − Try to add different borders like left, right top or bottom by selecting different options from the border options. Step 4 − To delete the existing border, simply select the No Border option from the border options. Note − You can add a horizontal line by selecting the Horizontal Line option from the border options. Otherwise type --- (three hyphens) and press ENTER. A single, light horizontal line will be created between the left and the right margins. Add Borders to Page You can add borders of your choice to word pages by following the steps given below. Step 1 − Click the Border Button to display a list of options to put a border. Select the Border and Shading option available at the bottom of the list of options as shown in the above screenshot. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around a selected text or page borders. Step 2 − Click the Page Border tab which will display a list of border settings, styles and options whether this border should be applied to the whole document or just one page or the first page. Step 3 − You can use the Preview section to disable or enable left, right, top or bottom borders of the page. Follow the instruction given in the preview section itself. Step 4 − You can customize your border by setting its color, width by using different art available under the style section. You can have similar or even better borders as given below. Add Shades to Text The following steps will help you understand how to add shades on a selected portion of text or a paragraph(s). Step 1 − Click the Border Button to display a list of options to put a border. Select the Border and Shading option available at the bottom of the list of options as shown in the above screenshot. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around a selected portion of text or page borders. Step 2 − Click the Shading tab; this tab will display the options to select fill, color and style and whether this border should be applied to a paragraph or a portion of text. Step 3 − You can use the Preview section to have an idea about the expected result. Once you are done, click the OK button to apply the result.  10. Bullets & Numbering The ability to insert numbered and bulleted lists into documents is provided by Microsoft Word. When making a list of two or more things, a bullet list is utilised, and the order of the elements is not significant. A list of products you wish to purchase from a store, for instance, may be shown as a bullet list. You may arrange text into lists using bullets and numbered lists. For unordered lists, when no one item is considerably more essential than the rest, bullets are beneficial. Free Bullets in MS Word In a vertical list, sentences, or paragraphs, different elements are introduced using the bullet point symbol. Important information is also written on it inside of documents. The advantage of bullet points is that it allows readers to quickly read and understand the important part of the document, important heading, and more. A bullet point contains a variety of symbols, including black dots, open circles, rectangles, squares, diamonds, dashes, checkmarks, asterisks, arrows, and more. Bullet library in MS Word Inserting Bullets and Numbers Choose the text you wish to turn into a numbered or bulleted list. Choose the Home tab. Click the Bullets or Numbering command under the Paragraph group. It shows a menu with bullets or numbers. Inserting a List with Bullets Click the ‘Bulleted List’ button on the formatting toolbar after selecting the text. For a numbered list to be inserted. Click the ‘Numbered List’ button on the formatting toolbar after selecting the text. Using the Bullets and Numbering dialogue box, you can also modify the bullet picture and numbering format. Inserting Bullets Altering the Format of the Bullet Picture and Numbering  The Bullets and Numbering dialogue box will appear when you choose Format Bullets and Numbering or right- click within the list and choose Bullets and Numbering from the shortcut menu, as illustrated in the accompanying figure: → Click the Bulleted option to choose a bullet style. Choose one of the seven available list styles, or click Picture to select a different icon. To select a numbered list style, click the Numbered tab. Select OK. To change Bullet Style Removing Numbering and Bullets Bullet points should be removed because your audience will find it difficult to pay attention to, agree with, and remember your lists, bullet point lists ruin presentations. To eliminate the Bullets or Numbers, follow the below steps: Pick the numbered or bulleted list. To see the Bullets and Numbering dialogue box, choose the Format option for bullets and numbering, then click none.  Select OK. Removing Bullets 11. spelling and Grammar To run a Spelling and Grammar check: 1. From the Review tab, click the Spelling & Grammar command. 2. The Spelling and Grammar pane will appear on the right. For each error in your document, Word will try to offer one or more suggestions. You can select a suggestion and click Change to correct the error.  3. Word will move through each error until you have reviewed all of them. 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, you can manually type the correct spelling in your 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 times when the spelling and grammar check will say something is an error when it's actually not. This often happens with names and other proper nouns, which may not be in the dictionary. If Word says something is an error, you can choose not to change it. Depending on whether it's a spelling or grammatical error, you can choose from several options. 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. For grammar "errors": Ignore: This will skip the word or phrase without changing it. For some grammatical errors, Word will provide an explanation for why it thinks something is incorrect. This can help you determine whether you want to change or ignore it. Automatic spelling and grammar checking By default, Word automatically checks your document for spelling and grammar errors, so you may not even need to run a separate check. These errors are indicated by colored wavy lines. The red line indicates a misspelled word. The blue line indicates a grammatical error, including misused words. A misused word—also known as a contextual spelling error—occurs when a word is spelled correctly but used incorrectly. For example, if you used the phrase Deer Mr. Theodore at the beginning of a letter, deer would be a contextual spelling error. Deer is spelled correctly, but it is used incorrectly in the letter. The correct word is Dear. To correct spelling errors: 1. Right-click the underlined word, then select the correct spelling from the list of suggestions.  2. The corrected word will appear in the document. You can also choose to Ignore All instances of an underlined word or add it to the dictionary. To correct grammar errors: 1. Right-click the underlined word or phrase, then select the correct spelling or phrase from the list of suggestions. 2. The corrected phrase will appear in the document. To change the automatic spelling and grammar check settings: 1. Click the File tab to access Backstage view, then click Options.  2. A dialog box will appear. On the left side of the dialog box, select Proofing. From here, you have several options to choose from. For example, if you don't want Word to mark spelling errors, grammar errors, or frequently confused words automatically, simply uncheck the desired option. If you've turned off the automatic spelling and/or grammar checks, you can still go to the Review tab and click the Spelling & Grammar command to run a new check. To hide spelling and grammar errors in a document: If you're sharing a document like a resume with someone, you might not want that person to see the red and blue lines. Turning off the automatic spelling and grammar checks only applies to your computer, so the lines may still show up when someone else views your document. Fortunately, Word allows you to hide spelling and grammar errors so the lines will not show up on any computer. 1. Click the File tab to go to Backstage view, then click Options. 2. A dialog box will appear. Select Proofing, then check the box next to Hide spelling errors in this document only and Hide grammar errors in this document only, then click OK. 3. The lines in the document will be hidden. 12. Word count You may count the words, characters (without a space), characters (with a space), paragraphs, and lines in a document using MS Word. Applying the word count. The Word Count Dialog box will appear when you choose Tools →Word Count. The Word Count Dialog box shows every piece of information in a document, including the number of pages, words, information (without a space), character (with a space), paragraph, and lines. Counting Words in a Document  13. Mail Merge Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by linking a main document to a data source. It is the process of combining a list of data with a template. The mail merge process involves the following: The Main Document – contains the text and graphics that are the same for each version of the merged document. Data Source – a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter. Mail Merge – Form Letters 1) Open Word and create a new blank document 2) Type the letter with all needed text and formatting, leaving room for the data from the data source (example: name, address, etc.) 3) Click the Mailings tab 4) Click Start Mail Merge 5) Click Step-by-Step Mail Merge Wizard The Mail Merge task pane appears on the right of your screen. Note there are 6 steps. Step 1 – Select Document Type 1) Click Letters for the document type 2) Click Next: Starting document Step 2 – Select Starting Document 1) Click Use the current document under Select starting document 2) Click Next: Select recipients Step 3 – Select Recipients The recipients can come from either an existing Excel file, an Access table or you can create a new list in Word. If Using an Existing List: 1) Click Use an existing list under Select recipients 2) Click Browse 3) Select the file 4) Click Open 5) Select the worksheet tab name that contains the data 6) Click OK (Mail Merge Recipients opens showing the file data) 7) Click OK 8) Click Next: Write your letter If Creating a New List: 1) Click Type a new list under Select recipients 2) Click Create 3) Click Customize Columns to modify the list of fields  4) Delete any unnecessary field names and/or add new ones 5) Click OK 6) Begin typing records, hitting TAB to advance to the next field and to continue adding new records 7) Click OK 8) Click Save The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved in the My Data Sources folder. It is recommended to save the file in this folder. 9) Click Next: Write your letter Step 4 – Write Your Letter 1) If including an address, click the location in your document where the address data will be inserted 2) Click Address block… 3) Select the address elements you want included 4) Click OK The field name will look like this: The address block will insert the following fields including any necessary punctuation: First Name, Last Name, Company, Address 1, Address 2, City, State, Postal Code. If your fields do not match the ones listed above or you are not using address fields, click More items… 5) Click on the field from the list 6) Click Insert 7) Click Close The field name will look like this - «First_Name» 8) Repeat this step until all fields have been inserted. Remember to put spaces and punctuation where needed. 9) Click Next: Preview your letters Step 5 – Preview Your Letters Here is where you can preview the first page with the fields filled in. Click Next: Complete the merge Step 6 – Complete the Merge 1) Click Print to send directly to the printer 2) Click Edit individual letters to create a new file Remember to save your document as you go. The next time you open your document and click on Step-by-Step Mail Merge, the data source file will be attached. Mail Merge – Labels 1) Create a new blank document 2) Click the Mailings tab 3) Click Start Mail Merge 4) Click Step-by-Step Mail Merge Wizard Step 1 – Select Document Type 1) Click Labels for the document type 2) Click Next: Starting document Step 2 – Select Starting Document 1) Click Use the current document 2) Click Label options under Change document layout 3) Choose the label style you are using 4) Click OK 5) Click Next: Select recipients Step 3 – Select Recipients 1) Click Use an existing list under Select recipients (or you can create a new list) 2) Click Browse 3) Select the file 4) Click Open 5) Select the worksheet tab name that contains the data 6) Click OK 7) Click Next: Arrange your labels  Step 4 – Arrange Your Labels 1) Click in the first label box and click on either Address block or More items to insert the data fields 2) Click Update all labels to include the fields on all labels 3) Click Next: Preview your labels Step 5 – Preview Your Labels Here is where you can preview the labels. Click Next: Complete the merge Step 6 – Complete the Merge Click Print to send directly to the printer OR Click Edit individual labels to create a new file 14. Table handling Rows and columns comprise a table. Cells are defined as the points where a row and a column meet. Tables have many more purposes outside just organizing and presenting the information. Data that is far too complex or extensive to be fully conveyed in the text is organized in tables so that the reader may easily see the outcomes. They can be used to draw attention to trends or patterns in the data and to improve the readability of a publication by excluding text-based numerical information. How to Insert a Table in MS Word? To insert a table in MS Word, follow the following steps: Step 1. Wherever you want the table to go, position the cursor there. Step 2. To create a simple table, select Insert > Table and then drag the cursor over the grid to highlight the desired number of columns and rows. Table Insert Option. Step 3. Select Insert > Table > Insert Table to create a bigger table or to edit an existing table. Selecting Table Size. Step 4. The document will insert a table with the specified number of rows and columns. By using the tab or arrow keys or by clicking on the necessary cell, you may move the pointer inside a table. Tables can be updated as needed after being inserted into a text. The table's columns and rows can be added to or eliminated. Tips: You may rapidly create a table using text that has already been divided into tabs. Choose Convert Text to Table after choosing Insert > Table. Choose Insert > Table > Draw Table to create your own table. Steps to Insert a Row and Column: Follow the following steps to insert a Row and Column in your document:- Inserting Rows and Columns. Row Addition: Place the insertion point directly in the cell where the row is to be placed above or below. Choose Table > Insert > Rows Above or Below. Add a Column: Position the insertion point inside the column next to the location where a new column is to be placed. Under Table > Insert > select Columns to the Right or Columns to the Left. Steps to Delete a Row and Column: Follow the following steps to delete a Row and Column in your document:- Deleting Rows and Columns. For Row Deletion: Put the insertion point in the row that has to be erased. Select Delete Rows in the Table. For Column Deletion: Place the insertion point in the removed column. Choose Delete Columns From Table. 15. Important shortcut keys Here are some shortcuts when using Microsoft word that will speed up the typing process. Depending on the type of Word you are using including online, mobile, or 365 will depend on if these work. Ctrl + A = Select all Ctrl + B = Bold Ctrl + C = Copy Ctrl + D = Change character formatting Ctrl + E = Align center Ctrl + F = Find Ctrl + G = Go to Ctrl + H = Replace Ctrl + I = Italics Ctrl + J = Justify Ctrl + K = Insert hyperlink Ctrl + L = Left align Ctrl + M = Indent Ctrl + N = New document Ctrl + O = Open document Ctrl + P = Print Ctrl + Q = Remove paragraph formatting Ctrl + R = Right justify Ctrl + S = Save Ctrl + T = Create hanging indent (tab) Ctrl + U = Underline Ctrl + V = Paste Ctrl + W = Close document Ctrl + X = Cut Ctrl + Y = Redo previously undone action Ctrl + Z = Undo an action Ctrl + 1 = Single-space lines Ctrl + 2 = Double-space lines Ctrl + 5 = 1.5-line spacing Ctrl + Left Bracket [ = decrease font size by 1 point Ctrl + Right Bracket ] = increase font size by 1 point Ctrl + Shift + A = selected text to all capital letters Ctrl + Shift + D = double underline to the selected text Ctrl + Shift + E = enable or disable revision tracking Ctrl + Shift + F = open font window Ctrl + Shift + L = create a bullet point Ctrl + Shift + * = view or hide non printing characters Ctrl + Shift + > = increase font size Ctrl + Shift + < = decrease font size Ctrl + ] = increase font size Ctrl + [ = decrease font size Ctrl + / + C = insert a cent sign (¢) Ctrl + Del = delete word right of cursor Ctrl + Backspace = delete word left of cursor Ctrl + End = move the cursor to the end of the document Ctrl + Home = Move the cursor to the beginning of the document Ctrl + Spacebar = Reset highlighted text to the default font Ctrl + Enter = Insert a page break Alt + F, A = save the document under a new name Alt + X = show the Unicode code of a highlighted character Shift + Enter = Create a soft break instead of a new paragraph Shift + Insert = Paste Shift + Alt + D = Insert the current date Shift + Alt + T = Insert the current time Esc = cancel a command The below shortcuts will work if you have the function keys on your keyboard. F1 = opens help panel Shift + F1 = opens reveal formatting panel Alt + F1 = jumps to the next field Alt + Shift + F1 = Jumps to the previous field F2 = move text or objects Ctrl + F2 = open the print window Alt + Shift + F2 = save your document Alt + Ctrl + F2 = pop up the open window F3 = Expand an AutoText entry Alt + F3 = Create an AutoText entry Shift + F3 = Change the case of selected text Ctrl + F3 = Cut selected text to the Spike Ctrl + Shift + F3 = Insert the contents of the Spike F4 = repeat your last action Shift + F4 = repeat the last “Find” action Ctrl + F4 = close the current document Alt + F4 = quit Microsoft Word F5 = open “Go To” tab on the Find and Replace window Shift + F5 = jump the previous edit you made in your document Ctrl + Shift + F5 = open Bookmark window F6 = Go to the next pane or frame in your Word window Shift + F6 = Go to the previous pane or frame Ctrl + F6 = Go to the next open document window Ctrl + Shift + F6 = Go to the previous open document window F7 =Open the Editor pane and start a spelling and grammar check Shift + F7 = Open the thesaurus Alt + F7 = Find the next spelling or grammar error Alt + Shift + F7 = Open the Translation pane F8 = Enter Word’s selection mode and expand a selection Shift+F8 = Reduce a selection Ctrl + Shift + F8 = Selects a column F9: Update a field Shift+F9: Reveal a field’s code Ctrl+F9: Insert new Empty Field {} braces Ctrl+Shift+F9: Unlink a field Alt+F9: Toggle the display of a field’s code F10: Show key tips Shift+F10: Display a context menu Ctrl+F10: Maximize document window Alt+Shift+F10: Display a menu or window for an available selection F11: Jump to the next field in your document Shift+F11: Jump to the previous field in your document Ctrl+F11: Lock a field so it cannot be edited Ctrl+Shift+F11: Unlock a field Alt+Shift+F11: Start the Microsoft Script Editor F12: Open the Save As window Shift+F12: Save your document Ctrl+F12: Open the Open window Ctrl+Shift+F12: Open the Print window 16. Macros Macro is a series of commands and instructions that you combine together as a single command to complete a task automatically. Follow the below methods to create a macro in Word document - Method 1: Record a macro using the Button option Microsoft Word has the ability to record and run macros to improve the efficiency of the document. Note: You can also add macros in Microsoft Excel. There are the following steps to record a macro in Microsoft Word - Step 1: Open the new or an existing Word document. Step 2: Click on the View tab on the Ribbon and click on the drop-down icon associated with the Macros in the Macros section. Step 3: Click on the Record Macro from the drop-down menu. Step 4: A Record Macro dialog box will appear on the screen in which do the following - 1. Enter the Name for the macro in the Macro name text field. 2. To use the same macro for the further document, click on the All Documents (Normal.dotm) option from the Store macro in drop-down menu. 3. Click on the Button icon in the Assign macro to section to run your macro. Step 5: A Word Options window will appear on the screen with highlighted Quick Access Toolbar at the left pane. 1. Click on the new macro name (Normal.NewMacros.MyMacro) on the left side of the screen.  2. Click on the Add button to add the macro on the Quick Access Toolbar at the right side of the screen. 3. Click on the Modify button, as shown in the below screenshot. Step 6: Select macro that you want to record from the Modify Button dialog box, type the Display name, and click on the OK button. Step 7: Click on the OK button at the Word options window. Step 8: Now, click on the View tab and click on the Macros drop-down menu. Click on the Stop Recording Macro from the drop-down menu. Now, you can see that recorded macro will appear on the Quick Access Toolbar. Method 2: Record a macro using keyboard option Follow the below steps to record a macro using keyboard option - Step 1: Open the new or an existing Word document. Step 2: Go to the View tab -> Macros and select Record Macro from the drop-down menu. Step 3: A Record Macro dialog box will appear on the screen in which do the following - 1. Enter the Name for the macro. 2. To use the same macro for the further document, click on the All Documents (Normal.dotm) option from the Store macro drop-down menu. 3. Click on the Keyboard icon in the Assign macro to section to run your macro. Step 4: A Customize Keyboard dialog box will appear on the screen. Press any combination of shortcut keys in the Press new shortcut key dialog box. Click on the Assign button. Note: In our case, we are going to use the Ctrl+Shift+M key. Step 5: Once you click on the Assign button, Pressed combination of keys will appear in the current key text box. Click on the Close button, as shown in the below screenshot. Step 6: Perform the action that you want to record. Step 7: Click on the View tab on the Ribbon and select on the Stop Recording from the Macros drop- down menu. Run a macro 1. Go to View -> Macros and select View Macros from the drop-down menu. 2. A Macros dialog box will appear on the screen. Select a Macro list that you want to run from the Macro name:. 3. Click on the Run button, as shown in the screenshot below. Add a macro button to the Ribbon Adding a macro button to the Ribbon helps you to easily access the macro in the Word document. Follow the below steps to add a macro button to the Ribbon - Step 1: Click on the File tab at the top left corner of the screen. A list of File options will appear on the screen. Click on the Options tab. Step 2: A Word Options dialog box will appear on the screen. Click on the Custom Ribbon at the left pane of the screen. Step 3: Click on the Macros under the Choose Command from the section. Click on the New Tab and then Click on the Add. A macros icon will appear on the screen. Step 4: Right-Click on the Macros and select Rename form the drop-down menu. Step 5: A Rename dialog box will appear on the screen. Select the symbol according to your requirement. Enter the symbol name in the Display name text box and click on the OK button. Now, you can see that macro is added to the Ribbon.