MS WORD Manual SY PDF

1. Introduction A word processor is a computer program that allows you to create, edit and produce text documents, such as letters. Microsoft Word is a word processor created by Microsoft. 2. Start Word To start Word 2013, click on the Start button, se...

1. Introduction A word processor is a computer program that allows you to create, edit and produce text documents, such as letters. Microsoft Word is a word processor created by Microsoft. 2. Start Word To start Word 2013, click on the Start button, select All Programs, select Microsoft Office, and then select Microsoft Word 2013 from the menu options. A Microsoft Word Icon may also be available on your desktop for quick access. Double click on the icon to start the application. 3. Window and Ribbon Features The screen shot below displays the primary components of the Word 2013 interface. Quick Access Title bar Toolbar File Tab Ribbon Horizontal Scroll Insertion Point Ruler bar Vertical Ruler Status bar Zoom Slider 4. File Tab The File tab provides you the information pertaining to your document and options to help setup your window defaults. The Backstage also contains standard commands such as, Save, Save As, New, Print, etc. 1 5. Templates Microsoft Office has a variety of predesigned templates within specific categories. Open Templates 1. Select the File tab, and then click on the New option. 2. The Available Templates window will appear. 6. Quick Access Toolbar Microsoft Word 2013 has a Quick Access Toolbar, so you can have quick access to your most used commands. Add Commands 1. To add your most used commands to the Quick Access Toolbar, click on the drop- down arrow next to the Quick Access Toolbar. 2. The Customize Quick Access Toolbar option panel will appear. 3. Click on your desired command option to be placed on the Quick Access Toolbar. 2 7. Create a Document Open a blank word document. 8. Save a Document Save 1. Click on the File tab, then select the Save As option to save a document permanently to your hard drive or other storage device. 2. The Save As window will appear. 3. In the Directory sections on the left side of the window, click on the icon where you wish to save your document. 4. In the File Name box, type your desired document name, and then click on the Save button. 9. Using the Save Button To Save Changes Now, we want to save the new changes we’ve made. Because we’ve already given Word a name and location for the file, we can do one of the following: Select “Save” from the File menu. Or you can just press a shortcut key i.e. Ctrl+S 3 10. Undo and Redo the changes Now that we have made several changes to this document, it is a good time to learn how to “undo” changes that you regret making or that you have made by accident. The buttons for doing this are located on the Quick Access Toolbar. Undo The Undo button reverts changes that you’ve recently made to the document. The Undo button is a two-part button:  Clicking on the button will undo one change (action) at a time.  Clicking on the list arrow will display the entire history of changes you made to the document. Clicking on a change will undo all changes that were made up to and including the selected change.  Use the list arrow to undo all of the changes we’ve made so far to our document. Redo Similarly, the Redo button re-applies any changes that were made with the undo button. The Redo button only appears after you click Undo! 11. Select Text You must select text before you can change the format. Place the insertion point next to the text you want to select. Click the mouse. While holding it down, drag your mouse over the text to select it. Release the mouse button. You have selected the text. A highlighted box will appear over the selected text. 12. Copy and Paste  Select the text you want to copy.  Click the Copy command on the Home tab. You can also right-click your document and select Copy. Shortcut key Ctrl+C.  Place your insertion point where you want the text to appear.  Click the Paste (Ctrl+P) command on the Home tab. The text will appear. 4 13. Cut and Paste  Select the text you want to cut.  Click the cut command on the Home tab. You can also right-click your document and select cut. Shortcut key Ctrl+X.  Place your insertion point where you want the text to appear.  Click the Paste (Ctrl+P) command on the Home tab. The text will appear. You can also cut, copy, and paste by right-clicking the document and choosing the desired action from the drop-down menu. When you use this method to paste, you can choose from three options that determine how text will be formatted: Keep Source Formatting, Merge Formatting, and Keep Text Only. You can hover the mouse over each icon to see what it will look like before clicking it. 14. View Modes Microsoft Word 2013 has five view modes. Print Layout View This is the default view you'll find yourself in when opening a document. This view is best used when your document will contain things like images, headers, and footers, columns, etc. Each of these components will be visible. In this view you can see how the document will print according to its page breaks. Full Screen Reading View Full Screen Reading view is optimized for reading a document on the computer screen. In Full Screen Reading view, you also have the option of seeing the document as it would appear on a printed page. You should view the document in full 5  screen reading view to maximise the space available for reading or commenting on the document. Web Layout View Use web layout view to view the document as it would look like as a web page. In this view you can see the background, text is wrapped to fit the window, and images appear as they would online. Outline View Using outline view you can view the document as an outline and show the outlining tools. This is useful if you are moving sections of your document, or creating an outline. Draft View Use draft view to view the document as a draft, to enable you to quickly edit the text. Certain elements of the document, such as headers and footers, will not be visible in this view. 15. Working with Style and Character formatting A style is a predefined combination of font style, color, and size that can be applied to any text in your document. Styles can help your documents achieve a more professional look and feel. You can also use styles to quickly change several things in your document at the same time. The styles are located in the Styles gallery, a visual menu located on the Home tab. To apply a style, simply select the text you want to format, and then click the style you want in the Styles gallery. Modify an existing style: You can modify an existing style in the Styles gallery in two ways:  Modify a style by updating it to match formatting in your document  Modify a style manually in the Modify Style dialog box Modify a style by updating it to match formatting in your document If you have text in your document that already has a style applied, you can change the formatting of that text and apply it to the style in the Styles gallery. 1. Select text in your document that has the style applied, such as Heading 1. When you select text that has a style applied, that style is highlighted in the Styles gallery. 6 2. Format the selected text with the new attributes that you want. For example, you might want to change the point size for the Heading 1 style from 16 points to 14 points. 3. On the Home tab, in the Styles group, right-click the style that you want to change, and then click Update [Style Name] to Match Selection. Modify a style manually in the Modify Style dialog box 1. On the Home tab, right-click any style in the Styles gallery and click Modify. 2. In the Formatting section, make any formatting changes you want, such as font style, size, or color, alignment, line spacing, or indentation. 3. Choose whether the style change applies to the current document or to all future documents. Create a new style based on document formatting 1. Right-click the text on which you want to base a new style. 2. In the mini toolbar that appears, click Styles, and then click Create a Style. 7  3. In the Create New Style from Formatting dialog box, give your style a name and click OK. Your new style will now appear in the Styles gallery. 16. Paragraph Formatting Paragraph formatting refers to formatting commands that affect entire paragraphs – settings such as indenting, bullets, line spacing and paragraph spacing. 17. Paragraph indentation To indent a paragraph: 1. Click in the paragraph 2. Click on Increase Indent (Home tab), or Click on the up spinner arrow for Indent Left (Page Layout tab) OUTDENTING PARAGRAPHS Outdenting a paragraph will decrease the left indent that has been applied to a paragraph. This means changing the left alignment point of the paragraph so that the entire paragraph aligns further to the left. This is useful in situations where you are typing text and no longer want the text indented, or where the indent that has been applied is too large. To outdent paragraphs: 1. Click in the paragraph 2. Click on Decrease Indent (Home tab), or Click on the down spinner arrow for Indent Left (Page Layout tab) 18. Paragraph alignment Paragraphs can be aligned in one of four ways using the paragraph alignment settings. The actual position of text on the page is determined by the position of the indent markers. 8  1. Select the first paragraph. 2. In the Paragraph group, find the Align Text buttons. Notice that the Align Text Left button is selected. 3. Change the alignment of the paragraph by clicking on the other buttons.  Align Text Left: Lines the text up against the left margin.  Center: Centers the text on the page. This is good for titles.  Align Text Right: Lines the text up against the right margin.  Justify: Lines the text up against the left and right margins, resulting in a cleaner look. It accomplishes this by adding extra space between words as necessary (it doesn’t add extra space characters; it just makes the space characters wider). Newspapers use this alignment. 19. Line Spacing Microsoft Word 2013 defaults the line spacing to double space (2.0). Line spacing affects an entire paragraph or document. Use the Line Spacing button on the Home Ribbon to change line spacing. Add Spacing 1. Make sure the entire document is still selected. 2. Click on the Home tab. On the Paragraph group, click on the Line Spacing button, and then select 1.5. 20. Bulleted/Numbered Lists When you want to present a list of items in a document, you will usually want to put each item on its own line. There are two major types of list: 1. Use Bulleted Lists when the order of the items is not important 9  a. Open a new blank Word document and type “any List”. Press Enter to get to a new line. b. Click on the Bullets button proper in the Paragraph group. This tells Word to create a new list. c. Make a list of any kind like lab equipment, glassware etc. d. Click the Bullets button proper. This will end your list. Notice how each word is on a separate line and proceeded by a bullet. 2. Use Numbered Lists when the order of the items is important a. Type list of students, then press Enter to get to a new line. b. Click on the Numbering button proper in the Paragraph group. c. Make a list of students roll number wise. d. Click the Numbering button to end your list or press Enter until no more bullets appear. This is another way of ending a list. Or Click in another part of the document numbering will be deactivated because you have moved to another part of the document. 3. To change the style of bullets or numbers: a. Select all of the list items in a list. b. In the Paragraph group, click the drop down arrows on the Bullets or Numbering button and hover over each option to see a live preview of changes. 4. To change changing the indent level: a. Select all of the items in the list. b. In the Paragraph group, click the Increase Indent or the Decrease Indent buttons to make changes. 21. Shading Paragraphs To shade paragraphs: 1. Select the paragraphs 2. Click on the drop arrow for Shading 3. Click on the colour of your choice You can remove shading by clicking on the drop arrow for Shading and selecting None. 22. Applying borders to paragraphs To apply a border to a paragraph: 1. Click in the paragraph 2. Click on the drop arrow for Borders 3. Click on the border of your choice 10 23. Using the paragraph dialog box The Paragraph dialog box is accessed by clicking on the dialog box launcher in the Paragraph group. It is especially useful if you want to apply a series of formatting effects to selected paragraphs and if you need to use any of the advanced features that aren’t accessible on the ribbon. The Paragraph dialog box controls the alignment, spacing and pagination of paragraphs. To use the Paragraph dialog box: 1. Select the paragraphs 2. Click on the dialog box launcher in the Paragraph group 3. Change the settings as required 4. Click on [OK]  The Special settings under Indentation are used to set First Line and Hanging indents.  The Pagination settings on the Line and Page Breaks tab control the way paragraphs behave around page breaks. Keep lines together, for example, ensures that a paragraph isn’t spilt across two pages. While Word automatically manages when text flows to a new page in a document, you can also manually choose where a new page starts. Insert Page Breaks A page break is a special marker that will end the current page and start a new one. 1. Click to place your cursor where you want to start a new page. 11 2. Click the Insert tab. A page break is inserted, and any text after that point is moved to a new page. If you’d rather insert an entire blank page at the break, select Blank Page in the Pages group. Remove a Page Break Page breaks are inserted as special hidden formatting marks, so to easily find and remove them, first show formatting marks. 1. Click the Home tab. 2. Click the Show/Hide ¶ button. This displays special punctuation characters in your document, such as spaces, paragraph markers, and most importantly for this lesson, page and section breaks. 1. Double-click the page break to select it. 2. Press Delete The page break is deleted. Insert a Blank Page You can also insert an entire blank page at any point in the text. 1. With your insertion point where you want the blank page added, click the Insert tab. 2. Expand the Pages group, if necessary. 3. Select Blank Page. Creating a full blank page before the text continues. Use Paragraph Line and Page Breaks 12  You can also control breaks with paragraph formatting. For example, you can make sure an entire paragraph stays together on one page, or make sure a paragraph always starts on a new page. 1. Select the paragraph(s) that you want to format. 2. Click the Layout tab. 3. Click the Paragraph group's dialog box launcher. 1. Click the Line and Page Breaks tab. 2. Use the options to set your formatting. There are several options here that control how a paragraph will break across pages.  Widow/Orphan control: prevents the last line of a paragraph (widow), or the first line of a paragraph (orphan) from appearing by themselves on a page. An additional line will be moved up or down with the widow or orphan.  Keep with next: will prevent the page from breaking between the selected paragraph and the following one.  Keep lines together: will prevent the page from breaking within the selected paragraph.  Page break before: will add a page break before the selected paragraph. Click OK. The line and page break options are applied to the selected paragraph(s). 24. Page Setup and Sections 13  Page Setup in Word lets you change the structure and layout of pages in a Microsoft Word document. The “Page Setup” group on the “Page Layout” tab of the Ribbon contains buttons that let you make changes to the page setup of the document. In addition to these buttons, you can also click the “Page Setup” dialog box button in the lower right corner of the “Page Setup” group to open the “Page Setup” dialog box. Here you can change any aspect of the document setup you choose. This dialog box consists of three tabs: “Margins,” “Paper,” and “Layout.” Let’s examine the page setup options you can set in this dialog box. 25. Margins Microsoft Word 2013 margins are defaulted to 1 inch for the top and bottom, and 1 inch for the left and right. To change your margins, use the Margin button found on the Page Layout ribbon. Create Margins 1. Select the entire document text, by pressing the Ctrl key, then place the mouse pointer anywhere on the left margin, and then click once on the right mouse button. 2. Select the Page Layout tab. 3. In the Page Setup group, click on the Margins button. 4. The predesigned margins panel will appear. 14  5. Change the margin by selecting the top margin button (top and bottom 0.5” – Left and Right 0.5”). 6. If you prefer a margin not listed, then click on Custom Margins at the bottom of the panel to customize your margin. The Page Setup window will appear, and then make your desired margin choices from the window options. 26. Page orientation Word offers two page orientation options: landscape and portrait. Landscape means the page is oriented horizontally, while portrait means the page is oriented vertically. To change page orientation: 1. Select the Page Layout tab. 2. Click the Orientation command in the Page Setup group. 3. A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation. 4. The page orientation of the document will be changed. 15 27. Page size Word has a variety of predefined page sizes to choose from. To change the page size: 1. Select the Page Layout tab, then click the Size command. 2. A drop-down menu will appear. The current page size is highlighted. Click the desired predefined page size. 3. The page size of the document will be changed. To use a custom page size: Word also allows you to customize the page size in the Page Setup dialog box. 1. From the Page Layout tab, click Size. Select More Paper Sizes... from the drop-down menu. 16  2. The Page Setup dialog box will appear. 3. Adjust the values for Width and Height, then click OK. 4. The page size of the document will be changed. 28. Header and Footer A header is text that appears at the top of every page in your document. Similarly, a footer is text that appears at the bottom of every page. 1. First, let’s insert a header.  Press Ctrl + Home to get to the top of the document.  Click on the Insert tab. In the Header & Footer group, click on the Header button to open a menu of different header options.  Scroll down the menu to view all the options and click on Blank. 17  Notice that a new Contextual Ribbon of tools has opened called Header & Footer Tools. It has one tab (“Design”).  Also notice how Word is calling out the header section with a dotted-line.  Since the textbox is already blue, type “Internet Policy”. 2. Close header. This can be done in two ways:  By clicking the “Close Header and Footer” button at the right end of the Contextual ribbon.  By double-clicking anywhere within the body of the document. 3. Also notice that the font color of the text in the header is grey. This is not the actual font color. Microsoft Word makes them grey to show that the header is not currently active. 4. Double-click on the header to make it active again. Notice how the font color has changed to its real color (black) and the document body is now gray. Again, this is to show that the header/footer is active, and the document body is not active. 5. Next, let’s insert a footer.  Note that, when the header is active, the footer is active as well. Scroll down to the bottom of the current page and notice that there is a Footer section called-out with a dotted-line.  In the Design tab of the Header & Footer Tools contextual ribbon, locate the Header & Footer group. Click on the Footer button to open a menu of different footer options.  Again, scroll down the menu to view all the options and then click on Blank (Three Columns).  What we’re going to do is, put our name in the left text box, the current date in the center text box, and the page number in the right text box. There are tools on the Header & Footer Tools contextual ribbon to facilitate this.  Click on the left Type Text box and type your name. Do not hit Enter.  Let’s make our name bold. How would be do this? Because there is no Bold button visible, we have to switch to another ribbon. Click on the Home tab, then click on the Bold button of the Font group.  Note how we have lost our Header & Footer Tools ribbon since we switched to the Home tab. Notice that the Design tab of the Header & Footer Tools contextual ribbon is not lit up. This means it is not active. To make it active, click on it.  Click on the middle box. Locate the Insert group and click on the Date & Time button. When the dialog box opens, select any date format you wish under the Available Formats in the left pane.  Note the checkbox that says “Update automatically”. If you want the inserted date to change to the current date every time you open this document, leave this checked.  Click OK. 18   Click on the right box. In the Contextual ribbon, locate the Header & Footer group and click on the Page Number button. A list of options will be shown about where you want to insert the page numbers (see table below).  Move your cursor to Current Position and a menu of options will open. Scroll down the menu to the “Page X of Y” group and select Bold Numbers. 29. Footnotes and Endnotes Footnotes and endnotes explain, comment on, or provide references for text in a document. Footnotes appear at the bottom, or the foot, of each page in a document, while endnotes appear at the end of a section or document. Other than that difference, they work the same way. 1. Place your cursor where you want to insert the footnote or endnote. 2. Click the References tab. 3. Click the Insert Footnote or Insert Endnote button. 4. A reference number is placed in the text, and a new footnote or endnote is created. Your text cursor is moved to the footnote or endnote, so you can type out your reference. 5. Type your footnote or endnote. 19  6. Modify Footnote and Endnote Properties Once you’ve added footnotes and/or endnotes, you can customize the way they appear and behave. 1. Click the Footnotes group dialog box launcher on the References tab. The Footnote and Endnote dialog box contains options to control how footnotes and endnotes appear.  Location: Select either Footnotes or Endnotes, and then click the Location list arrow and choose where the footnotes and endnotes appear. You can also click the Convert button to convert all footnotes to endnotes, or vice versa.  Footnote layout: Select whether footnotes appear with the same column layout as body text or act independently.  Format: Choose a number format or custom symbol to mark footnotes or endnotes, select a starting number, and control whether numbering restarts on every page or new section.  Applychanges: Choose whether the options you’re applying affect the whole document or just the selected sections. 2. Adjust the options the way you want. 3. Click Apply. The elected options are applied to footnotes or endnotes, in the selected sections or cross the entire document. 30. Section Breaks 20 Section breaks are used to divide the document into sections. Once section breaks are inserted, you can format each section separately. For example, format a section as a single column for the introduction of a report, and then format the next section as two columns for the report’s body text. Different types of section breaks:  Next page inserts a section break and starts the new section on the next page  Continuous inserts a section break and starts the new section on the same page  Odd page or Even page inserts a section break and starts the new section on the next odd numbered or even-numbered page 21  When working with section breaks it is advised to turn on the formatting marks so you can see the section breaks in the document. Click the Show/Hide button ¶ in the Paragraph group. When working with sections it is important to check the status bar to see what section you are working in before you apply any formatting. The status bar is located at the bottom of the screen. 31. Tables Tables offer a convenient way to display information that might otherwise be confusing and cluttered. Text is neatly formatted in a table without setting tab stops as shown below. Table Word allows you to insert tables into your document and it consists of the following:  Row: Runs horizontally (left to right)  Column: Runs vertically (up and down)  Cell: The intersection of a row and column. You can type text into each cell. Inserting a Table 1. Open a new document in Word. 2. Click on the Insert tab and in the Tables group, click on the Table button. 3. Move your Cursor over the squares in the Table Pane to determine the size of your table. Notice how the squares change color and the dimensions are given at the top. 4. When you have a 5 column x 5 row table, press the left mouse button. Your table will be inserted where your insertion point was located. Type the information in the table shown above. The insertion point will appear in the first cell of the table. Type text in the first cell, and then use the Tab key on the keyboard to move from one cell to the next. Resizing Rows and Columns 22 1. To adjust the width of a column, point to the vertical border between two columns so your cursor changes into a double arrow. Then click and drag the line where you want it. 2. To adjust the height of a row, point to the horizontal border between two rows so your cursor changes into a double arrow, then click and drag. Inserting and Deleting Rows/Columns Let’s insert a row to the beginning of our table. 1. Right-click somewhere on the first row. 2. A context menu will appear. Select “Insert”, then click on “Insert Rows Above”. Now, let’s delete the last row from our table. 1. Select the last row. 2. Right-click on the selected row. 3. Click “Delete Rows”. Merge Cells 1. To combine two or more adjacent cells, first select those cells. 2. On the Table Tools ribbon, click on the Layout tab located in the Merge group, and then click on the Merge Cell button. 23  3. The multiple cells will merge into one cell, and then format your text if desired. 32. Formatting a Table 1. Select the first row. 2. Notice that, when you have any part of a table selected, a new ribbon appears called Table Tools. This contextual ribbon has two tabs, Design and Layout. 3. Let’s apply some formatting to the first row. a. Click on the Layout tab. In the Merge group, click the Merge Cells button. b. Type the word “workshop”. c. In the Alignment group, click the Align Center button. Note there are several different options for aligning text in a cell. d. Click on the Design tab. In the Table Styles group, click the Shading button. A menu of colors will appear. e. Move your cursor over the colors to see a Live Preview and then click on any color you like. Notice that only the cells selected are shaded. 4. Select the entire table by clicking on the Select Table button. 5. On the Design tab (you may need to make the Design tab active), click the Launcher in the Draw Borders group. A dialog box will open. This dialog gives you fine-grain control over your table’s borders. a. In the Borders tab, under Setting, make sure All is selected. b. Scroll through the Style Menu and as you click on different options, see the preview in the preview pane. Choose whatever style you prefer. c. Click the Color list arrow and choose a color from the menu. d. Click the Width list arrow and choose a width. e. Click Ok to apply your changes. f. Deselect the table so you can view it better. 6. To move your table, click on the Select Table button and drag your table to a new location. Do NOT move the table into the top margin, or else it could get stuck. 7. To resize your table, use the Resize handle on the bottom right corner of the table. This resizes the entire table proportionally, so all the row and columns get resized by the same amount. 8. Use the Undo button to return the table to its original size and position. You may have to press it multiple times 33. Converting Text to a Table MS Word allows the conversion of existing text into a table with the help of the following steps: 1. Select the text that is to be converted into the table. Now go to the Insert Tab and you will see a Table button. 24 2. Click on the Insert Table button and in the drop-down menu, click on the Convert Text to Table button. 3. In the dialogue box, mention the dimensions of the required table and other data that is required. 4. Click on the OK button and the selected text will be converted to a Table. Inserting Images in a Table MS Word allows adding images inside the table cells. To insert an image in a table, go through the following steps: 1. Select the cell in which you want to add the Image. Go to the Insert tab and select the Pictures button. 2. You can either choose a picture from your device or select one online. 25  3. Choose a picture from the browser window and click on the Insert button. 4. Selected Image will be added in the cell selected. 34. Format a Document Formats can be applied to any text within your document. The formatting styles are the most common way to change the appearance of text in a document. A. Apply Format 1. Select text, and then click on your desired format from the Home ribbon. 2. To change the font size:  Select the text you want to modify.  Click the drop-down arrow next to the Font Size box on the Home tab. A drop-down menu appears.  Select the desired font size from the menu. Alternatively, you can type the value you want and then press Enter on your keyboard.  You can also use the Grow Font and Shrink Font commands to change the size. 3. To change the font : 26   Select the text you want to modify.  Click the drop-down arrow next to the Font box on the Home tab. The Font drop- down menu appears.  Move the mouse pointer over the various fonts. A live preview of the font will appear in the document.  Select the font you want to use. The font will change in the document. 4. To change the font color  Select the text you want to modify.  Click the Font color drop-down arrow on the Home tab.  The Font Color menu appears.  Select the font color you want to use. The font color will change in the document. 5. Format Option Examples: Click on the Bold button to make text bold. Click on the Italic button to italicize text. Click on the Underline button to add an underline to text. Click on the Bullets button to add a bulleted list to text. Click on the Numbering button to add a numbered list to text. You can highlight the text also with Highlight command. You can change the text case with Change case command. 35. Create Newspaper Columns 27  1. Click in the document where you want to create columns. 2. Click the Layout or Page Layout tab in the Ribbon. 3. Click Columns in the Page Setup group. A drop-down menu appears. 4. Click one of the column options (such as Two) or click More Columns. If you click More Columns, a dialog box appears. 5. In the dialog box, click or enter the number of columns you want. 6. If you don't want your columns to all be the same width, uncheck or deselect the Equal column width checkbox (you will then be able to change the width of each column separately). 7. Enter a width for each column if you want. 8. In the area to the right of each column below Spacing, enter a gap amount if you want (gap is the space between the columns). 9. Beside Apply To, select your preferred option – Whole document, This point forward, Selected text, or This section. This section appears only if you have inserted a section break. Selected text appears if you have selected text. 10. Click ok. 36. Table of Contents Insert Table of Contents Heading Styles The key to creating a quick and easy contents page is to use Word's built-in heading styles (Heading 1, Heading 2, etc.) for the titles (chapters) and subtitles (subchapters) of your document.  Highlight the title or the text you want to be the title of your first main section  Go to the HOME tab in the Ribbon  Search for the Styles group  Choose Heading 1 from the group 28  So now you have assigned the first main section of your document. Keep it up! Go on scrolling through the text and selecting the primary section titles. Apply the "Heading 1" style to these titles. They will appear in your table of contents as the main section titles. Next, define the secondary sections within each primary chapter, and apply the "Heading 2" style to the subtitles of these sections. If you want to place emphasis on some paragraphs within the secondary sections, then you can select the titles for them and apply the "Heading 3" style to these titles. You can also take advantage of the "Heading 4-9" styles for creating additional heading levels. Multilevel Listing I want my table of contents to be more presentable, so I am going to add a numbering scheme to the titles and subtitles of my document.  Highlight the first main title.  Find the Paragraph group on the HOME tab in the Ribbon  Click the Multilevel List button in the group  Select the style from the List Library options 29  Here comes the number of my first main title! As for the subtitles, highlight one, press the TAB button on your keyboard, and then choose the same Multilevel List option. It will design the subtitles of the secondary sections with the numbers like 1.1, 1.2, 1.3, etc. as in the screenshot below. You can also choose another option so that they look differently.  Creating a basic table of contents Now I have my document well-prepared with the titles as Heading 1 and the subtitles as Heading 2. It's time to let Microsoft Word do its magic!  Place the cursor where you want the table of contents to appear in the document  Navigate to the REFERENCES tab in the Ribbon  Click the Table of Contents button in the Table of Contents group  Choose one of the "Automatic" table of content styles listed 30  A Table of Contents also creates links for each section, allowing you to navigate to different parts of your document. Just hold the Ctrl key on your keyboard and click to go to any section.  Modify your table of contents If you are not satisfied with the look of your table of contents, you can always change root and branch of it. To do so, you need to open the Table of Contents dialog box.  Click within the table of contents.  Go to REFERENCES -> Table of Contents.  Select the "Custom Table of Contents..." command from the button's drop-down menu. 31  The dialog box appears and displays the Table of Contents tab where you can customize the style and appearance of your table of contents. If you want to change the way the text in your table of contents looks (the font, font size, colour, etc.), you need to follow the steps below in the Table of Contents dialog box.  Make sure that you have chosen "From Template" in the Formats box  Click the Modify button at the bottom right to open the following window The Modify Style dialog box displays: 32  Make changes to the formatting and click OK  Select another style to modify and repeat  When you have completed the editing, click OK to exit  Click OK to replace the table of contents  Update a table of contents A Table of Contents is a field, not ordinary text. For this reason it doesn't update automatically. Once you make any changes to your document structure, you have to update the table of contents yourself. To perform the update: Click anywhere in the table of contents  Press F9 or the Update Table button in the content control (or on the REFERENCES tab)  Use the Update Table of Contents dialog box to choose what to update  Click OK You can choose to update page numbers only, or the entire table. It is a good idea always to choose "Update entire table" in case you have made any other changes. Always update your table of contents before sending out or printing the document so that any changes are included. 33 37. Index Although it also helps readers find information, an index is not the same as a table of contents. An index can usually be found at the end of a document, listing the key words and phrases in a document, along with the page numbers they appear on. There are two steps involved in creating an index: defining which words you want to appear in the index and then inserting the index. 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. 34  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. 35  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. 36  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. 38. Reviewing the Entire Document You can also have Word step you through all of the spelling and grammar mistakes in the entire document. To run a Spelling and Grammar check: 1. From the Review tab, click the Spelling & Grammar command. 37  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" 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. 39. Create Bookmarks Add a bookmark: 1. Select text, a picture, or a place in your document where you want to insert a bookmark. 2. Click Insert, then Bookmark. 3. Under Bookmark name, type a name and click Add. Go to a Bookmark 1. Click Insert, then Bookmark. 38  2. Click the name of the bookmark you want to go. 3. Click go to. Delete a bookmark 1. Click Insert, then Bookmark. 2. Click the name of the bookmark you delete and click delete. 40. Insert Hyperlink A hyperlink in Word acts just like one you see on a webpage or email. When you hyperlink text or graphics, they become clickable and connect you to outside information or to somewhere else within your document. Insert a Link 1. Select the text or graphic you want to use as a hyperlink. 2. Click the Insert tab. 3. Click the Link button. 4. Select the type of object you want to link to on the left side of the dialog box: Existing File or Web Page: Creates a link that takes you to another document, a file created in another program like an Excel worksheet, or to a webpage. Place in This Document: Jumps to a heading or bookmark in the same document. Create New Document: Creates a new Word document, then inserts a hyperlink to the new document. E-mail Address: Creates a clickable email address that will create a new email message when clicked. 5. Specify where the link should lead to: Depending on what you’re linking to, you’ll have different options here. Specify an external file or webpage, a heading or bookmark in the document, a new file name, or an email address. 6. Click OK. 7. To edit a hyperlink, right-click it and select Edit Hyperlink. To delete one, right- click it and select Remove Hyperlink. 41. Printing a Word Document Print Preview Always preview before you print. That way, you won’t waste paper or ink printing unwanted pages. 1. Open the File tab, and click on Print. 2. Notice the Print Preview pane on the right. This shows you what your document will look like when printed. 3. Note how the page color is not being displayed. This is because printing background colors and images is an option you have to select in the Print Options. By default this option is not checked because printing background colors uses a lot of toner. 4. Check the number of pages in your document by looking in the lower left of the Print Preview pane. 39  Adjusting Print Settings 1. Open the File tab, and click on Print. 2. In the center section are options for printing. This is where you can designate a printer and decide many other things about how you would like your document to print. 3. By default, Word prints all the pages in the document. However, this is not always what you want. You can use the “Pages:” field to choose which specific pages you want to print. Single page numbers can be entered if you just want to print 1 page. Example: 2 Non-consecutive page numbers can be separated by commas. Example: 1, 3 A range of page numbers can be expressed with the use of a dash between two numbers. Example: 3-6 4. In order to launch the print job (which we are NOT going to do), you would click the large print button at the top of the center section. 42. Clip Art, Shapes, Text Boxes, and Pictures The instructions in this section are a quick reference that will help you add illustrations onto your document. The Microsoft Illustrations group allows you to insert pictures, shapes, smart art, and charts into your document. These options will enhance the layout and appearance of your documents. Drawing Tools and Picture Tools tabs only appear when a graphic image is selected. Add a Picture Microsoft Office is equipped with a Picture folder with several photo selections. You can also save additional photos to the Picture folder or create a new folder for your pictures. From the Insert ribbon, you can add a picture to your document: 1. Click on the Picture button, from the Illustrations group. 2. Navigate to your desired Picture folder. 3. Select a photo. 4. Click on the Insert button. 40 Online Pictures Within Microsoft Office there are numerous online pictures (clip art and stock photographs) to illustrate a specific topic. From the Insert ribbon, add a graphic to your document: 1. Click on the Online Pictures button, from the Illustration group. 2. The Insert Picture window will appear. 3. In the Search box, type your desire graphic topic, and then press the Enter key. 4. Select your desired Picture, and then click on the Insert button. Shapes The Shapes option allows you to insert a variety of shapes on to your document, such as rectangles, circles, arrows, lines, flowchart symbols, and callouts. From the Insert ribbon, add a shape to your document from the multiple selections: 1. Click on the Shapes button, from the Illustration group. 2. The Shape panel will appear, select your desired shape. 3. The mouse pointer will change into a plus sign. 4. Hold the left mouse button down, and while dragging your desired shape will appear. Note: Continuing to drag the mouse will enlarge the shape. SmartArt 41  SmartArt allows you to change graphic images into visual communication information including graphical lists, process diagrams, organizational charts, etc. From the Insert ribbon, incorporate SmartArt onto your document: 1. Click on the SmartArt button, from the Illustration group. 2. The SmartArt panel will appear. 3. Select your desired graphic image, and then click on the OK button. Chart To illustrate and compare data you are able to utilize the chart option. This is similar to the Excel chart feature. From the Insert ribbon, add a chart onto your document: 1. Click on the Chart button, from the Illustration group. 2. The Chart panel will appear. 3. Select your desired chart type, and then click on the OK button. 4. Your selected chart type will appear next to a spreadsheet. 5. Enter your desired data onto the spreadsheet and the chart will reflect your data. 6. On the spreadsheet window, click on the Close window button, and then your chart will appear on your document. 43. Bibliography 42 1. Put your cursor at the end of the text you want to cite. 2. Go to References > Style, and choose a citation style. 3. Select Insert Citation. (Sushma, 2023) 4. Choose Add New Source and fill out the information about your source. Once you've added a source to your list, you can cite it again: 1. Put your cursor at the end of the text you want to cite. 2. Go to References > Insert Citation, and choose the source you are citing. 3. To add details, like page numbers if you're citing a book, select Citation Options, and then Edit Citation. 43  4. Create a bibliography With cited sources in your document, you're ready to create a bibliography. 1. Put your cursor where you want the bibliography. 2. Go to References > Bibliography, and choose a format. 44. Mail Merge Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook. 1. Open an existing Word document, or create a new one. 2. From the Mailings tab, click the Start Mail Merge command and select Step-by-Step Mail Merge Wizard from the drop-down menu. The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list. Step 1:  From the Mail Merge task pane on the right side of the Word window, choose the type of document you want to create. In our example, we'll select Letters. Then click Next: Starting document to move to Step 2. 44 Step 2:  Select Use the current document, then click Next: Select recipients to move to Step 3. Step 3: 45 Now you'll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard. 1. Select Use an existing list, then click Browse to select the file. 2. Locate your file, then click Open. 3. If the address list is in an Excel workbook, select the worksheet that contains the list, then click OK. 46 4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you're done, click OK. 5. Click Next: Write your letter to move to Step 4. 47 If you don't have an existing address list, you can click the Type a new list button and click Create, then type your address list manually. Step 4: Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same; only the recipient data (such as the name and address) will be different. You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data. To insert recipient data: 1. Place the insertion point in the document where you want the information to appear. 48 2. Choose one of the placeholder options. In our example, we'll select Address block. 3. Depending on your selection, a dialog box may appear with various customization options. Select the desired options, then click OK. 49 4. A placeholder will appear in your document (for example, «AddressBlock»). 5. Add any other placeholders you want. In our example, we'll add a Greeting line placeholder just above the body of the letter. 50  6. When you're done, click Next: Preview your letters to move to Step 5. For some letters, you'll only need to add an Address block and Greeting line. But you can also add more placeholders (such as recipients' names or addresses) in the body of the letter to personalize it even further. Step 5: 51  1. Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each version of the document. 2. If everything looks correct, click Next: Complete the merge to move to Step 6. Step 6: 1. Click Print to print the letters. 52 2. A dialog box will appear. Decide if you want to print All of the letters, the current document (record), or only a select group, then click OK. In our example, we'll print all of the letters. 3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed. 45. Linking and embedding If you have an object in one file that you’d like to put into another, such as a doc or a dynamic chart, embed or link to it. Link or Embed a file To insert a copy of your file into another, embed or link to it. 1. Go to Insert > Object. 53 2. Select Create from File. 3. Select Browse and choose the file you want to use. 4. Select Insert. 5. Choose Display as icon to embed, or Link to file for a link. 6. Select OK 54