ms word.pdf

1.1. Overview of Microsoft Word and its features Microsoft word is a word processor software developed by Microsoft in 1983. It is the most commonly used word processor software. It is used to create professional quality documents, letters, reports, resumes, etc and also allows you to edit or modify...

1.1. Overview of Microsoft Word and its features Microsoft word is a word processor software developed by Microsoft in 1983. It is the most commonly used word processor software. It is used to create professional quality documents, letters, reports, resumes, etc and also allows you to edit or modify your new or existing document. The file saved in Ms Word has.docx extension. It is a component of the Microsoft Office suite, but you can buy it separately and is available for both Windows and macOS. The latest version of Ms Word is 2019. How to open MS Word? The following step shows how to open MS words: Step 1: Type Ms Word in the search bar. Step 2: Select Ms Word application. Step 3: Select a blank document and press create button. Then you will get a window like in the image below where you can write your content and perform different types of operations on that content, like font type, style, bold, italic, etc. You can also add images, tables, charts to your document. Features of MS Word Now let us discuss the features or components of the Ms Word. Using these features, you can perform different types of operations on your documents, like you can create, delete, style, modify, or view the content of your document. 1. File It contains options related to the file, like New(used to create a new document), Open(used to open an existing document), Save(used to save document), Save As(used to save documents), History, Print, Share, Export, Info, etc. 2. Home It is the default tab of Ms Word and it is generally divided into five groups, i.e., Clipboard, Font, Paragraph, Style and Editing. It allows you to select the color, font, emphasis, bullets, position of your text. It also contains options like cut, copy, and paste. After selecting the home tab you will get below options: 3. Insert It is the second tab present on the menu bar or ribbon. It contains various items that you may want to insert into a Microsoft word. It includes options like tables, word art, hyperlinks, symbols, charts, signature line, date and time, shapes, header, footer, text boxes, links, boxes, equations, etc., as shown in the below image: 4. Draw It is the third tab present in the menu bar or ribbon. It is used for freehand drawing in Ms Word. It provides different types of pens for drawing as shown below: 5. Design It is the fourth tab present in the menu bar or ribbon. The design tab contains document designs that you can select, such as documents with centered titles, offset headings, left- justified text, page borders, watermarks, page color, etc., as shown in the below image: 6. Layout It is the fifth tab present on the menu bar or ribbon. It holds all the options that allow you to arrange your Microsoft Word document pages just the way you want them. It includes options like set margins, display line numbers, set paragraph indentation, and lines apply themes, control page orientation and size, line breaks, etc., as shown in the below image: 7. References It is the sixth tab present in the menu bar or ribbon. The references tab lets you add references to a document, then create a bibliography at the end of the text. The references are generally stored in a master list, which is used to add references to further documents. It includes options like, Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, Table of Authorities, smart look, etc. After selecting References tab, you will get the below options: 8. Mailings It is the seventh tab present in the menu bar or ribbon. It is a least used tab in the menu bar. This tab is where you would create labels, print them on envelopes, do mail merge, etc. After selecting mailing, you will get the below options: 9. Review It is the eighth tab present in the menu bar or ribbon. The review tab contains, commenting, language, translation, spell check, word count tools. It is good for quickly locating and editing comments. After selecting a review tab, you will get the options below: 10. View It is the ninth tab present in the menu bar or ribbon. View tab allows you to switch between single page or double page and also allows you to control the layout tools It includes print layout, outline, web layout, task pane, toolbars, ruler, header and footer, footnotes, full-screen view, zoom, etc. as shown in the below image: 1.2. Creating, saving, and opening documents Creating a Word Document 1. Click the File tab. 2. Click New. 3. Select Blank document. A new, blank document is created in a new window. Press Ctrl + N to open a new blank document. Saving a Word Document To save a document using the options provided by MS Word in its File menu, go through the following steps: Step 1: Click on the File Menu. Step 2: Go to the Save or Save As button provided. Step 3: Select the location where you want the file to be saved. Step 4: Provide a name to the file or use the default one. Step 5: Click on the Save button Opening a Word Document Opening a document is very basic, and it is a kind of the first step for a user to start with MS Word. It is obvious that to make any document or to modify any document, We have to open that document first. So, in this article, we will learn how to open a document in MS Word. For this, we will learn step by step the whole process of opening a document with the help of sample images and also necessary instruction: Step 1: First Open MS-Word on your PC. So, the screen looks like the below image: Step 2: Now, above there is a tab called “File”(Shown in the image below). Step 3: Now, Click on the “File” tab and the file tab will open and looks like the below image. Step 4: Now, on the left-hand side of the page or screen there are many options. Select “Open” to open a document of your choice. Step 5: Now, open the document of your choice, by double-clicking on the file of your choice. Step 6: Now, the opened document will look something like the below image. Step 7: You have successfully opened the document of your choice. Basic Document Formatting One way to change the appearance of text in a document is by changing its font type. A font is a set of letters, numbers, and punctuation symbols designed around a shared appearance. A font will have variations for size and styles, such as bold and italics. Change the Font Changing a font itself will have the greatest effect on the appearance of text. 1. Select the text you want to change. 2. Click the Font list arrow on the Home tab. You can also click the Font list arrow on the Mini Toolbar that appears when text is selected. 3. Select a new font from the list. The text is now set in the selected font. When changing fonts, be sure to choose the right font for the tone of your document. Don’t use casual script fonts in a professional document, and also avoid using too many fonts at once. Font Type Examples Description Times New Roman, Serifs are small details at the ends of some letter Serif Garamond, Cambria, strokes, meant to improve legibility. Suitable for Georgia, Palatino both header and body text. Arial, Calibri, Sans serif fonts lack the small details at ends of Sans Serif Helvetica, Verdana, letter strokes, leading to a plainer look. Suitable Trebuchet MS for both header and body text. These fonts are meant to mimic handwriting, Brush Script, Zapfino, either calligraphic or casual. Useful in very Script Lucida Handwriting specific designs, but unsuitable for body text and most headers. All letters and symbols use the exact same Courier New, amount of space. Useful when displaying Monospace Consolas, American computer code, or when precise horizontal Typewriter alignment between lines is important. Change the Font Size Changing the font size helps differentiate between titles, headers, and body text. 1. Select the text. 2. Click the Font Size list arrow on the Home tab. 3. Select a font size. The font size changes. Click the Increase Font Size or Decrease Font Size buttons to increase or decrease by one point at a time. Font size is measured in points (pt) that are 1/72 of an inch. The larger the number of points, the larger the font. Change the Font Color You may need to change font color to make text stand out, comply with brand standards, or add visual appeal. 1. Select the text you want to change. 2. Click the Font Color list arrow. You can also click the Font Color list arrow on the Mini Toolbar. 3. Select a new color.  If you don’t like any of the available theme colors, select More Colors to display the Colors dialog box. Apply Bold, Italic, or an Underline In addition to changing font type, size, and color, you can also enhance the text further by using other features in the Font group like bold, italic, or underline. 1. Select the text you want to change. 2. Select Bold, Italics, or Underline. Shortcuts: o To bold: Ctrl + B o To italicize: Ctrl + I o To underline: Ctrl + U The effect is applied. Change the Case If you want to change the case of a block of text, you don’t need to retype the whole thing. You can easily change the case of selected text with the Change Case menu. 1. With the text selected, click the Change Case button. 2. Select a case option: o Sentence case o lowercase o UPPERCASE o Capitalize Each Word o tOGGLE cASE Clear Formatting If you change your mind and want to remove all formatting from text, you can easily clear all formatting at once. 1. With the text selected, click Clear All Formatting. The extra formatting is removed, and the text is reset to the default style. 1.3.2. Adjusting text alignment, line spacing, and indentation. Line spacing Line spacing is the space between each line in a paragraph. Word allows you to customize the line spacing to be single spaced (one line high), double spaced (two lines high), or any other amount you want. The default spacing in Word is 1.08 lines, which is slightly larger than single spaced. In the images below, you can compare different types of line spacing. From left to right, these images show default line spacing, single spacing, and double spacing. To format line spacing: 1. Select the text you want to format. 2. On the Home tab, click the Line and Paragraph Spacing command, then select the desired line spacing. 3. The line spacing will change in the document. Adjusting line spacing Your line spacing options aren't limited to the ones in the Line and Paragraph Spacing menu. To adjust spacing with more precision, select Line Spacing Options from the menu to access the Paragraph dialog box. You'll then have a few additional options you can use to customize spacing.  Exactly: When you choose this option, the line spacing is measured in points, just like font size. For example, if you're using 12- point text, you could use 15-point spacing.  At least: Like the the Exactly option, this lets you choose how many points of spacing you want. However, if you have different sizes of text on the same line, the spacing will expand to fit the larger text.  Multiple: This option lets you type the number of lines of spacing you want. For example, choosing Multiple and changing the spacing to 1.2 will make the text slightly more spread out than single-spaced text. If you want the lines to be closer together, you can choose a smaller value, like 0.9. Align or justify text Word for Microsoft 365 for Mac Word 2021 for Mac Word 2019 for Mac More... Some of the content in this topic may not be applicable to some languages. Text alignment is a paragraph formatting attribute that determines the appearance of the text in a whole paragraph. For example, in a paragraph that is left-aligned (the most common alignment), text is aligned with the left margin. In a paragraph that is justified, text is aligned with both margins. Align text left Center text Align text right Justify text Distribute text Newer versionsOffice 2011 Align text left, center, or right 1. Click anywhere in the paragraph that you want to align. 2. On the Home tab, in the Paragraph group, do one of the following: To Click Align text left Align Text Left Center text Center Text Align text right Align Text Right Justify text When you justify text, space is added between words so that both edges of each line are aligned with both margins. The last line in the paragraph is aligned left. 1. Click anywhere in the paragraph that you want to justify. 2. On the Home tab, in the Paragraph group, click Justify Text.  1.3.3. Using basic formatting tools like bold, italic, underline 1.4. Paragraph Formatting: How to Create Bulleted and Numbered Lists Bullet point is a symbol that is used to introduce separate items present in a vertical list, sentences, or paragraphs. It is also used to write important information within a document. 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, asterisk, arrows, and more. Example: A list of fruit containing black dot bullet points - o Mango o Apple o Grapes o Papaya There are the following methods to insert bullet points in Word document - Method 1: Using the Home Tab Follow the below mentioned easiest and quickest steps to insert bullet points - Step 1: Open the new or an existing Word document. Step 2: Highlight or select the list of items in which you want to insert bullet points. Step 3: Go to the Home tab on the Ribbon and click on the Bullets drop-down icon associated with the Bullets in the Paragraph section. Step 4: A list of Recently Used Bullets dialog box will appear on the screen. Select the bullet point that you want to insert in the Bullet Library. The screenshot below shows that bullet points are inserted to the Word document - Method 2: Using the Symbol tab You can also insert bullet points using the Symbol tabs. The Symbol tab contains the various option of bullet points. Follow the below steps to insert bullet points - Step 1: Open the new or an existing Word document. Step 2: Place cursor in the document where you want to insert a bullet point. Step 3: Go to the Insert tab on the Ribbon and click on the drop-down menu associated with the Symbols icon in the Symbols section. Click on the More Symbols. Step 4: A list of the symbols dialog box will appear on the screen. Select a symbol according to your requirement and click on the Insert button at the bottom of the screen. Now, you can see that Symbol (bullet point) is inserted into the selected place. 1.4.2. Adjusting paragraph spacing and alignment. Paragraph spacing Just as you can format spacing between lines in your document, you can adjust spacing before and after paragraphs. This is useful for separating paragraphs, headings, and subheadings. To format paragraph spacing: In our example, we'll increase the space before each paragraph to separate them a bit more. This will make it a little easier to read. 1. Select the paragraph or paragraphs you want to format. 2. On the Home tab, click the Line and Paragraph Spacing command. Click Add Space Before Paragraph or Remove Space After Paragraph from the drop-down menu. In our example, we'll select Add Space Before Paragraph. 3. The paragraph spacing will change in the document. From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box. From here, you can control how much space there is before and after the paragraph. 1.5. Page Layout and Margins: 1.5.1 Setting Page Orientation( Portrait , Landscape ) Remember, there are 2 options for page orientation in Word. If you have never made changes to your page, then it will be in portrait and you want to change to landscape. Step 1 Click on Page Layout and a drop-down menu will appear. Step 2 On the drop-down menu, choose Orientation. Step 3 Another menu will appear with the option for Portrait or Landscape. Choose the orientation you want. The orientation will change immediately. 1.5.2 Adjusting margins, paper size, and page breaks Changing Margins in Word Step 1 Click Page Layout while in Microsoft Word and the menu will dropdown. Step 2 Click on Margins and it will reveal different margin options with icons of the appearance as well as measurements. Step 3 Choose the predefined margin size you want and the margin dimensions will change immediately. If you would rather create a customized margin, then skip step 3 and continue to 4. Step 4 Scroll to the bottom of the margin options and click Custom Margins. Step 5 In the dialogue box that appears, enter the values you want for top, bottom, left, and right. Step 6 Look at the preview and if it appears as you would like it to, click ok and the margin will be changed. Types of Margins When you click margins on the Page Layout menu, you will notice that there are different options of margins and they have names. Knowing these types of margins makes it faster to adjust the margins according to your need. Mirror Mirror margins are used when printing a document on two sheets. Both pages will have the same margin dimensions. This means the page on the left has the same values as the one on the right. This type of margin is appropriate when printing on both sides of a sheet. It ensures that the way the text appears on one side will mirror the opposite one. Gutter Margins If you intend to bind the pages of a document, then gutter margins are the right choice. This setting will provide additional space on the side or top to allow binding without affecting the text on the page. When you choose this type of margin, word will set the value at 0” and the user will determine the best-suited value for the margin. You must know how much space will be needed when binding. Wide Margin This margin type provides a lot of space all around the page. It can be used appropriately when writing a poem or a greeting card. Word provides a standard measurement, but the user can still adjust it even more. Narrow This is the opposite of the wide margin as the margins are thinner. It makes it possible to maximize space usage. You can use this type of margin if you will not bind the document in any way. Moderate As the name suggests, the margins are neither wide nor narrow. It is the middle ground. Word setting is 75pt all around but you can still adjust it accordingly. Normal That is the standard margin. Most people are comfortable with normal margins. Some countries may have different values for normal margins. Changing Page Size in Word Now how to change page size and orientation in Word? Before you change page size, confirm that you have access to a printer that can print your preferred size. Once that is done, be sure again that the size you want is not already set as the default. Step 1 With your new document open, click on Page Layout in Word. Step 2 From the drop-down menu that appears, click size. Step 3 Another drop-down menu will appear with several page sizes. The sizes have names and the dimensions below. Choose your preferred size. If you do not see the size you prefer, you can customize your own page size. Step 4 At the bottom of the drop-down menu, click on More Paper Sizes to reveal a dialog box headed “Page Setup”. Step 5 On the dialog box, choose custom size and enter your desired values for Width and Height. Click OK and the size will be changed to your preference. Page Break: Step 1: Go to the Page Layout tab on the Ribbon. Step 2: Click on the Breaks option in the Page Setup section. Step 3: A Page Breaks menu appears on the screen. Select page break according to your requirement. The below screenshot shows that page break is added in a Word document. 1.5.3. Adding, creating, and customizing headers and footers. 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. 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. 1.5.4. Adding watermarks and protecting sensitive information. Steps to Add Watermark in our Document Step 1: On the navigation menu click on the Design option. Step 2: On the right side of the navigation menu click on the watermark option as shown: Step 3: A menu will open where you can select different types of watermarks, or also you can create your own watermark. Step 4: There the three sections in watermark: Confidential Section Disclaimers Section Urgent Section Step 5: Select the watermark of your choice or requirement according to your document. Some different types of watermark are: 1. CONFIDENTIAL 2. DO NOT COPY 3. DRAFT 4. ASAP 5. URGENT 6. SAMPLE Finally, the watermark is set in our document as shown How to Create a Watermark in MS Word Step 1: On the navigation menu click on Design option. Step 2: On the right side of the navigation menu click on the watermark option as shown: Step 3: A menu will open where you can create your own watermark. Step 4: Now select custom watermark as shown in figure: Step 5: A printed Watermark dialog box will open. Step 6: Click on the Text Watermark option as shown in figure: Step 7: Next select the language of your watermark. Step 8: Now enter the text of your watermark in the text box as shown in figure: Step 9: Select the Font of your watermark. Step 10: Now select the size and color of your watermark. Step 11: Select the layout option of your choice. Step 12: Click on Apply and then OK option. Finally, our custom watermark is added to your document. Example: Protecting sensitive information: Read-Only Mode You can ensure no one else can edit a document by making it read-only. Open File > Info > Protect Document to view your security options. From the Protect Document menu, select Always Open Read-Only. Now just save the document, close it, then reopen it again. Word flashes a message that the author would like you to open this as read-only, unless you need to make changes. Click Yes to open the document in read-only mode. Of course, anyone can say no and open the document in edit mode. The goal is to make it easier for people to open the document as read-only to mitigate the chances of making unintended changes. To remove the read-only restriction, open the document in edit mode. Click the File menu, go to Info > Protect Document > Always Open Read-Only. Password Encryption You can encrypt a document with a password by going to File > Info > Protect Document and choosing the Encrypt with Password option. Word will prompt you to create a password for the document. Be sure to use a complex but memorable password because there’s no way to retrieve or reset the code if you forget it. Now save the document, close it, and reopen it again and Word will prompt you (and anyone else) to enter a password to access the document. To remove the password, click the File menu, go to Info, and select Protect Document, then click Encrypt with Password. A pop-up window will appear where you can delete the obscured password, then click OK. Resave and close the document, and the next time you open it, you won't be asked for a password. 1.6. Working with Tables: 1.6.1. Creating and formatting tables: Using the Grid Following are the steps of creating a table using the Grid provided in MS Word: Step 1: Go to the Insert tab and click on the Table button. Step 2: In the dropdown menu, select the number of rows and columns from the Grid. Using Table Dialogue Box Following are the steps of creating a table using Table Dialogue Box in MS Word: Step 1: Go to the Insert tab and click on the Table button. Step 2: Under the grid, you will see an Insert Table button. Click on it. Step 3: In the Insert Table Dialogue box, mention the number of rows and number of columns as per the requirement and click on OK button. Changing Layout of a Table Changing the layout of a table can be done with the help of the following steps: Step 1: Select the table for which the layout is to be changed. Go to the design tab. Step 2: Click on the dropdown menu to get various different types of layouts for your table. Step 3: Select any layout as per the need. 1.6.2. Adding and removing rows and columns: Add a cell, row, or column Add a cell 1. Click in a cell that is located just to the right of or above where you want to insert a cell. 2. Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher. 3. Click one of the following options: Click this To do this Shift cells Insert a cell and move all other cells in that row to the right. right Note: This option may result in a row that has more cells than the other rows. Shift cells Insert a cell and move remaining existing cells in that column down one row down each. A new row will be added at the bottom of the table to contain the last existing cell. Insert entire Insert a row just above the cell that you clicked in. row Insert entire Insert a column just to the right of the cell that you clicked in. column Add a row 1. Click in a cell that is located just below or above where you want to add a row. 2. Under Table Tools, click the Layout tab. 3. Do one of the following:  To add a row just above the cell that you clicked in, in the Rows and Columns group, click Insert Above.  To add a row just below the cell that you clicked in, in the Rows and Columns group, click Insert Below. Add a column 1. Click in a cell that is located just to the right or left of where you want to add a column. 2. Under Table Tools, click the Layout tab. 3. Do one of the following:  To add a column just to the left of the cell that you clicked in, in the Rows and Columns group, click Insert Left.  To add a column just to the right of the cell that you clicked in, in the Rows and Columns group, click Insert Right. Delete a cell, row, or column 1. Do one of the following: To select Do this A cell Click the left edge of the cell.. A row Click to the left of the row. A column Click the column's top gridline or top border. 2. Under Table Tools, click the Layout tab. 3. In the Rows & Columns group, click Delete, and then click Delete Cells, Delete Rows, or Delete Columns, as appropriate. 1.6.3. Merging and splitting cells: Merging the Cells Merging of various cells can be done by the following steps: Step 1: Select all the cells that are to be merged into a single cell. Then go over the layout tab, and you will see a Merge Cell button. Step 2: Now click on the Merge Cell button and the selected cells will be merged. Splitting the Cell Splitting of a cell can be done with the help of the following steps: Step 1: Select the cell that you want to split into multiple cells. Then go to the Layout tab and click on the Split Cells button. Step 2: In the dialogue box, mention the new dimensions as per the requirement. Step 3: Click on the Ok button. 1.6.4. Applying borders and shading: Add a Border 1. Select a cell, multiple cells, or the whole table. Borders will only be added to the cell or cells you have selected. 2. Click the Design tab in the Table Tools ribbon group. Before applying a border, you need to specify the border style. You can individually select a line style, weight, and color, or use an existing border style. 3. Click the Border Styles list arrow. This menu shows a few borders included in the document theme, in a variety of colors and line styles. 4. Select a border style.  Now that you’ve selected a border style, choose which borders to apply that style to. 5. Click the Borders list arrow. This menu shows which borders the style can be applied to. You can select All Borders or a subset. 6. Select the borders you want to add. The selected border style is applied to the selected borders. Select No Borders from the Borders menu to remove borders from the selected cells. Add Cell Shading Shading includes fill colors and patterns that you can apply to table cells. 1. Select the cell or cells you want to add shading to. 2. Click the Shading list arrow in the Table Tools Design tab. The shading menu will show a spectrum of colors from the current document theme as well as a few standard colors. You could also select More Colors to select a custom color or select No Color to remove existing shading. 3. Select a color. The color is added as a background to the selected cells. To use a pattern instead of a solid color in your table, click the Borders group dialog box launcher, click the Shading tab, and select a pattern in the Style list. 1.7. Inserting Graphics and Media: How to insert pictures from Files in MS Word? Step 1: Select the insert option from the navigation menu. Step 2: Now select the picture option as shown: Step 3: A insert picture from dialog box will open. There are two ways to insert a picture: 1. This Device – You can insert a picture file from your computer. 2. Online Pictures – You can also insert pictures from online sites. 1.7.1. Adjusting image size, position, and text wrapping How to Resize a Picture in Word Using Microsoft® Word, you can resize not only pictures, but also text boxes, WordArt, and boxes. If you want, you can also remove unwanted portions of the picture by cropping it. Today, however, we will talk about how to resize a picture in Word. Resizing a picture in Word is very easy. If you want to stretch, shrink, or simply change the size of the picture, follow these steps: 1. Click the picture, object, WordArt, or shape that you want to resize. 2. Grab a sizing handle away from or toward the center to increase or decrease the size of the picture. At the same time, press and hold Ctrl to keep the center in the same place while you are dragging the sizing handle. 3. If you want to maintain the proportions, you can press and hold Shift while you are dragging the sizing handle away from or toward the center. 4. If you want to keep the center in the same place and maintain proportions, you can press and hold both Ctrl and Shift while you are dragging the sizing handle. It is important to note that resizing WordArt object will only resize the box in which the WordArt is. The actual WordArt text behaves just like any other text in Word. If you need to resize the text in WordArt, select the text and change the font size in the Home tab of the ribbon. If you want to resize an image in Word to an exact height and width, follow these steps: 1. Click the picture that you want to resize. 2. In the "Picture Tools" tab, click the "Format" tab. 3. To resize a picture, enter the Picture Format tab, and then enter the measurements you want for Height and Width. If you are resizing a shape or object, go to the "Shape Format" and enter the measurements for "Height and Width." Another option for how to resize a picture in Word is using percentages. If you want to resize to an exact proportion using percentages, follow these steps: 1. Click the picture you want to resize. 2. Go to the Picture Format tab, and then click "Position" > "More Layout Options." 3. Click the "Size" tab, and then in the "Scale" section, make sure the "Lock Aspect Ratio" checkbox is clear. Now enter percentages for Height and Width. 4. Click "OK" when you are done with the percentages. Changing text wrapping settings When you insert clip art or a picture from a file, you may notice that it's difficult to move it exactly where you want. This is because the text wrapping for the image is set to In Line with Text. You'll need to change the text wrapping setting if you want to move the image freely, or if you just want the text to wrap around the image in a more natural way. To wrap text around an image: 1. Select the image. The Format tab will appear. 2. Click the Format tab. 3. Click the Wrap Text command in the Arrange group. 4. Select the desired menu option. The text will adjust based on the option you have selected.  5. Move the image around to see how the text wraps for each setting. If you can’t get your text to wrap the way you want, click the Wrap Text command, then select More Layout Options from the menu. You can make more precise changes in the Advanced Layout dialog box that appears. To use a predefined text wrapping setting: 1. Click the Position command to the left of the Wrap Text command. A drop- down menu will appear. 2. From the drop-down menu, select the desired image position. 3. The image will move to the position you have selected, and it will automatically have text wrapping applied to it. 1.8. Page Numbers and Sections: 1.8.1. Adding page numbers and controlling page numbering. 1. Select Insert > Page Number, and then choose the location and style you want. 2. If you don't want a page number to appear on the first page, select Different First Page. 3. If you want numbering to start with 1 on the second page, go to Page Number > Format Page Numbers, and set Start at to 0. 4. When you're done, select Close Header and Footer or press Esc. Add a section break 1. Select where you want a new section to begin. 2. Go to Layout > Breaks. 3. Choose the type of section break you want:  Next Page Section break starts the new section on the following page.  Continuous Section break starts the new section on the same page. This type of section break is often used to change the number of columns without starting a new page.   Even Page Section break starts a new section on the next even-numbered page.  Odd Page Section break starts a new section on the next odd-numbered page. 1.9. Table of Contents and Indexing (Advanced): 1.9.1. Generating table of contents from headings. Insert a Table of Contents A table of contents can take up a lot of space. The best place for a table of contents is a blank page, near the beginning of a document. 1. Click in the document where you want to insert a Table of Contents. 2. Click the References tab on the ribbon. 3. Click the Table of Contents button. A gallery of built-in styles appears. You can select one of these, browse for more tables of contents on Office.com, or create a custom table of contents style. 4. Select a table of contents style. The table of contents is inserted, listing all the headings in the document in outline order, as well as the page number that each heading appears on. Customize a Table of Contents If one of the built-in templates isn’t quite what you’re looking for, you can customize a table of contents. 1. Click anywhere in the table of contents. 2. Click the Table of Contents button. 3. Select Custom Table of Contents.  A dialog box opens, with options to customize the appearance and behavior of the table of contents. 4. Customize the appearance of the table of contents. As you adjust the table of contents options, the previews update to show you how the table of contents will appear. 5. Click OK.  If you’re customizing an existing table of contents, you’ll need to confirm the changes that you’ve made. 6. Click OK. The table of contents is replaced by the table that you customized. Update a Table of Contents If the content of the document changes, you will need to update the table of contents to include new or changed information. 1. Click inside the table of contents. When the table of contents is selected, tabs will appear above it with options to change or update the table. 2. Click Update Table button.  A dialog box will open, asking how you want to update the table. 3. Select what you want to update:  Update page numbers only: This option will update page numbers, but not headings. Use this option if you’ve added text to sections, but haven’t added new headings or reordered existing ones.  Update entire table: This option will update both headings and page numbers. Use this option if you’ve added new headings or reordered existing ones. 4. Click OK The table of contents is updated to reflect the changes in the document. Insert an Index Entry 1. Select the text you want to include in the index. 2. Click the References tab. 3. Click the Mark Entry in the Index group.  The Mark Index Entry dialog box opens, where you can set up how the index entry works. The main entry field is filled with the selected text, and you can also add a subentry that will appear below the main entry. 4. Adjust the index entry’s settings and choose an index entry option:  Cross-reference: Adds a reference to another index entry, instead of listing the current page number.  Current page: Lists the current page number for the selected index entry. This is the default option.  Page range: Lists the range of pages that are included in the bookmark that you click in the Bookmark list. Before using this option, you’ll need to create a bookmark of the selected range. 5. Click the Mark or Mark All button.  Clicking Mark will create an index entry for the selected instance of the word. Clicking Mark All will instead create an index entry for every instance of the selected word throughout the document. Once you mark an entry, formatting marks will be displayed so that you can see the hidden text that marks index entries. The window remains open, so you can continue to mark index entries throughout the document. 6. Repeat the process for your other index entries. 7. Click Close when you’re done.  Index entries are invisible and will not be printed. However, you can see them when the paragraph marks are turned on. Insert an Index Once index entries have been marked, you’re ready to insert the index. 1. Click in your document where you want to insert an index. Indexes usually appear at the end of a document and can take up a lot of space, so a blank page at the end is ideal. 2. Click the Insert Index button on the References tab.  The Index dialog box opens, where you can set up how the index will appear. You can choose whether to right align page numbers and select a tab leader that appears between text and page numbers. You can also select whether to use a document’s formatting theme or select another one. You can choose whether subentries will be indented below the main entry or shown run-in style in a paragraph below the main entry. 3. Customize the appearance and behavior of the index. Any changes you make to the index appearance will be shown in the Print Preview.  4. Click OK. The index is inserted, automatically filling itself out with all the index entries in the document. Update an Index When you insert an index, it automatically adds every index entry in the document. If you add or modify index entries after the index is created, you’ll need to update the index. 1. Click anywhere in the index. 2. Click the Update button. The index is updated, adding any newly created entries while updating the page numbers for any entries that may have moved. 1.10. Mail Merge: Set up and Choose Document Type To begin the mail merge process, you first need to choose what sort of document you want to create. 1. Click the Mailings tab. 2. Click the Start Mail Merge button. 3. Select Step-by-Step Mail Merge Wizard. The Mail Merge pane appears on the right, ready to walk you through the mail merge. 4. Select a type of document to create. 5. Click Next: Starting document. The Mail Merge wizard advances to the next step. Select a Document This next step is to select a starting document. 1. Select a starting document. You can use the current document as the basis for the mail merge, or you can select a template or existing document instead. 2. Click Next: Select recipients. The Mail Merge wizard moves on to step 3. Select Recipients Now, you will need to choose where you’ll get your list of addresses from. This example uses an existing list from a database, but you can also select Outlook contacts or manually create your own list. 1. Select Use an existing list. 2. Click Browse. 3. Select your data file. A data file of mail merge recipients can be in a database file, an Excel spreadsheet, another Word document, or other types of data files. 4. Click Open. The Mail Merge Recipients dialog box displays the addresses that will be used. If you’re using an Excel spreadsheet as a data source, you may also be prompted to select a worksheet containing the addresses. If there's an address you don't want to use, you can uncheck it.  5. Make sure the right recipients are selected and click OK. 6. Click Next: Write your letter. The Mail Merge wizard moves on to step 4. Write Your Letter After the main document is set and the recipient list is connected and edited, you are ready to insert the merge fields in the document. The merge fields are placeholders in the document for unique information from the recipients list. When you put a merge field in the main document, information from that field will appear for the document that is unique to that recipient. 1. Click where you want the information. 2. Select one of the placeholder options. You can add merge fields from the wizard, or from the Write & Insert Fields group on the ribbon:  Address Block: This is a combination of fields to insert the names and addresses of recipients.  Greeting Line: This is a combination of fields to insert the recipient’s name in the greeting line.  Insert Merge Field: When you click this button, a list of additional merge fields you can insert appears. 3. Customize the placeholder.  4. Click OK. 5. (Optional) Repeat steps to add each merge field you want to include. 6. Click Next: Preview your letters. The Mail Merge wizard moves on to step 5. Preview Your Mail Merge Sometimes, it is helpful to see what the data will look like once it has been inserted into a document, instead of only viewing the merge field names. You can easily preview how the mail merge will appear before finishing the mail merge. This is encouraged to make sure the results appear as you want them to. 1. Use the arrow buttons in the Mail Merge pane to preview each merged document. You can also use the arrow buttons in the Preview Results group on the ribbon. Click the Find Recipient button in the Preview Results group or in the Mail Merge pane to search for a specific recipient. 2. Click Next: Complete the merge.  The Mail Merge wizard moves on to the final step. Complete the Merge Once you’ve added the list of recipients and filled out a document with merge fields, the last step is to finish the merge by making a separate version of the document for each recipient. There are a couple of different ways you can finish the mail merge:  Edit Individual Documents: Puts the results of the mail merge in a new document. You are free to edit the results of the mail merge and save and print them, just like any other document.  Print Documents: Merges records and sends them directly to the printer. 1. Select the option you want to use to finish the mail merge. You can also click the Finish & Merge button on the ribbon and select a merge option there. You’re also given the option to choose which records to merge. You can merge all the records in the list, only the currently displayed record, or specify a range. 2. Select the records you want to merge.  3. Click OK. Word merges the main document and the information from the data source into a new Word document, or merges it and sends it to the printer, based on the option you chose.