Unit 2 MS Word Notes PDF

 A word processor is software or a device that allows users to create, edit, and print documents. It enables you to write text, store it electronically, display it on a screen, modify it by entering commands and characters from the keyboard, and print it.  Working With Text and Styles...

 A word processor is software or a device that allows users to create, edit, and print documents. It enables you to write text, store it electronically, display it on a screen, modify it by entering commands and characters from the keyboard, and print it.  Working With Text and Styles Microsoft Word is a word processor, which means that it's designed primarily for text-based documents. These can be business reports, student papers, informal notes from a call or a lecture, or letters to friends and relatives. Saving and Printing After you create a document in Word, you usually want to save it for later access, send to someone, print it out, or any combination of these uses.  Word and Compatibility Microsoft Word has been designed for years to maximize compatibility between versions. Typically, versions of Microsoft Word can open files created in previous versions of the software and save files in formats usable by earlier versions. Preview Facility : Before getting a print of our document, we can get a preview of document. If mistakes are there, we can change the document. Easy Typing : In MS Word, typing is so easy because – we need not click enter button after the end of a line as in case of type writer.  Adding, Removing and Copying Test : Documents can be modified easily in MS Office. We need not strike off any word as in the case of type writer. We can easily place a new word in place of existing one. The new word or paragraphs will automatically be adjusted in the place of deleted or modified text. We can also copy a part or whole of the matter from one file or document to another document. Spell Check of words : The spellings of words in the document can be rectified automatically. We can find alternative words to our typed words. Not only that, even the grammatical errors can also be rectified in word processor  Headers and Footers : A Header is the text appearing above the document and Footer is the text appearing below the document. In Word Processor, we can create these Headers and Footers in the document easily. Creation of Tables : Tables can be created neatly in word processor. If you give directions for required number of rows and columns, word processor provides a ready made table to work. Bullets and Numbering : Bullets are special symbols which can be put for different points in a document whereas numbers are ascending figures like1, 2, 3,...... etc. Which can be assigned to different points in the paragraph or document. In word processor we can assign such bullets or numbers automatically with a single command.  Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols. Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish Review: Proofing, Comments, Tracking, Changes, Compare, Protect View: Document Views, Show/Hide, Zoom, Window, Macros  Create a New Document There are several ways to create new documents, open existing documents, and save documents in Word: I. Click the Microsoft Office Button and Click New or II. Press CTRL+N on the keyboard.  Opening an Existing Document I. Click the Microsoft Office Button and Click Open, or II. Press CTRL+O on the keyboard, or III. If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs  Saving a Document I. Click the Microsoft Office Button and Click Save or Save As, or II. Press CTRL+S on the keyboard, or III. Click the File icon on the Quick Access Toolbar.  Printing Document to a file page You can print the document. I. Print – In print option you can change the number of copies, Select page no., choose printer etc before printing. II. Quick Print – In quick print the document is directly send to the printer without making any changes. III. Print Preview – Preview and make changes to pages before printing.  Most of those frequently used commands are located in the Home Tab. The Ribbon is located close to the top of the Word window. The Ribbon is organized into a set of task‐oriented tabs, and each tab on the Ribbon contains groups of commands. The Home Tab contains the most frequently used commands in Word. Formatting Features of Ms word:- Select the style to apply to paragraphs Changes the font of the selected text Changes the size of selected text and numbers Makes selected text and numbers bold Makes selected text and numbers italic Underlines selected text and numbers Used for superscript and subscript of the text It is used to highlight the important text It is used to change the color of the font. It is used to draw a line through the middle of the selected text. It is used for sentence case, Lower case, Upper case, ToGgLe case etc. It is also used to change the size of the selected text Make sure the “Home” tab is active and click the “Paragraph Settings” button in the lower-right corner of the “Paragraph” section. On the “Paragraph” dialog box, select the settings you want to change Aligns to the left with a ragged right margin. Centers the selected text. Aligns to the right with a ragged left margin. Aligns the selected text to both the left and right margins Makes a numbered list or reverts back to normal. Add, or remove, bullets in a selected paragraph. Decreases the indent to the previous tab stop. Indents the selected paragraph to the next tab stop. Adds or removes a border around selected text or objects. It is used to give the spacing between the lines. It is used to sort the Lines in order to alphabetical or numerical. Show paragraph marks and other hidden formatting symbol. Color the background behind the selected text or paragraph.  Style refers to the format of your paragraph.MS word offers several quick styles that you can use. These include heading, No spacing, Subtitles, Emphasized text, List paragraph, etc. To apply a list go to the “ Home” tab on the ribbon and go to the “Style Group”. You will see some style in white boxes. You can scroll through these styles to find one you want to use, or you can click the arrow in the “Style” tab to select the one you want.  Find and Replace helps you to find words or formats in a document and can let you replace all instances of a word or format. This is particularly handy in long documents. To use Find and Replace, use the shortcut Ctrl+H or navigate to Editing in the Home tab of the ribbon, then choose Find and Replace. FIND TAB STEPS: Find searches for specified text in the active document To find a specified text in the document go to Edit menu choose find option or click the find icon ( ) on the toolbar or make use of the shortcut key combination Ctrl+F. The Find and Replace dialog box will get displayed. Enter the text to be searched in the Find what tab. Clicking the Find Next button the specified text will be located in the document. REPLACE TAB STEPS: To find and replace a word or phrase in your document you need to : Go to Edit section in the Home Tab select “Replace” to open the find /replace dialog box. Enter the text in the “Find what” box. Enter the text in the replace box which you want to replace. Note : If you do not enter any character at the “Replace box”, the program will delete all the results matching the search criteria.  Many times we need to apply the same formatting effects, like font,font size, style, color, border, shading and many more to different portions in active document with the help of Format Painter facility in MS Word. Format in MS Word is an important tool of Microsoft Word. You can use Format Painter to quickly applied copied formatting from one place to another place in the active document of MS Word. If you want to cancel Format paint then you just simply press ESC key. Method 1: Format Painter using the Shortcut Key Combination Step 1. If you want to copy formatting to place and apply on another place then first you have to select the formatted text or shape which formatting you want to copy. Step 2. To copy the formatting press CTRL+SHIFT+C shortcut key combination. Step 3. Select the target text or shape on which you want to paste or apply copied formatting. Step 4. To paste formatting on target location you have to press CTRL+SHIFT+V shortcut key combination. Method 2: Format Painter using the Mouse You can also use another method to copy formatting from one place to another place using the Mouse: Step 1. Select the formatted text or shape (source location) which formatting you want to copy. Step 2. Now, Click on the Format Painter button which is placed in the Home tab >>> Clipboard group for copy formatting. Step 3. Select the target text or shape (target location) on which you want to paste formatting. Figure : Format painter using the mouse Cut : Deleting unnecessary data from a document is called cutting. In Microsoft Word, you can cut text from one area of a document and paste that text anywhere in the document. After you cut the text, it gets stored in the clipboard. If you want to cut any text or word from a document, it is advisable to Select the word first. To cut, Right Click → Cut. The shortcut key is "Ctrl + X". Copy: Copy option can be used when we need to retype the same text as it reduces time and effort. By using copy option, you can copy the text from one location to another. Information stored on the clipboard stays there until new information is either cut or copied. Each time you use cut or copy, you replace the old information on the clipboard with the information you just cut or copied. To copy, Right Click → Copy. The shortcut key is "Ctrl + C". Paste: Select your text and then copy it.. Use mouse to move the cursor to desired position to paste the copied text. Click paste to insert the copied text in its new place. You can paste clipboard information as often as you like. To paste, Right Click → Paste. The shortcut key is "Ctrl + V".  The Insert Tab is right next to the Home Tab in Microsoft Word 2007. The Insert Tab is used to insert different features such as tables, pictures, clip art, shapes, charts, page numbers, word art, headers, and footers into a document.  Cover Page :This button can be used to insert a pre-formatted cover page for a document. The information that is to appear on the page is filled in after the page is created. Blank Page :To insert a new blank page for a document at the cursor position, click this button. Page Break :Click this button to end a page at the current cursor position and start a new page. Tables : This button is used to insert a table into the document. A grid will appear that can be used to create the table. Additional options for creating a table are also available, such as drawing a table or using the Quick Tables feature. Picture : To insert a picture from a file on the computer into the document, click this button. The Insert Picture dialog box will appear. This dialog box is used to select the picture that is to be inserted into the document. Clip Art : In word 2007 , You have the ability to search clip art files on your local computer and on Microsoft office online. You can Modify that clip art using picture editing tool. Shapes : This button is used to insert ready-made shapes such as circles, squares, arrows, and triangles into a document. When the button is clicked, a gallery of different shapes will appear. To insert a shape, click the desired shape and then draw the shape in the document. Smart art : Smart Art To insert a Smart Art graphic into the document, click this button. Smart Art graphics are objects such as Venn diagrams and organizational charts. When the button is clicked, a gallery of different categories and shapes will be displayed. Chart : Group/Button Description Chart Use this feature to insert a bar, area, or line chart. When this button is clicked the Insert Chart dialog box will display. In this dialog box, it is possible to specify the type of chart. Inserting a hyperlink Open Microsoft Word. Type the appropriate text in the Word document. With your mouse or keyboard, highlight the text you want to turn into a hyperlink. For example, in the picture below, the text "ComputerHope website" is highlighted. In the menu bar or Ribbon at the top of the Word program window, click the Insert tab. On the Insert tab, in the Links section, click the Hyperlink or Link option. In the Insert Hyperlink window, type in the web page address you want to set the highlighted text to link to in the Address text field, then click OK.  As you can see in the image below, the highlighted text is now a hyperlink, set to the desired web page. Bookmark : Create a bookmark to assign a name to a specific point in a document A bookmark in Word works like a bookmark you might place in a book: it marks a place that you want to find again easily.... Header : To insert text that appears at the top of each page of the document, click this button. A gallery of header styles and formats will appear. Click the heading style that is to be applied to insert it into the document. Footer : This button is used to insert text that appears at the bottom of each page of the document. A gallery of footer styles and formats will appear. Click the footer style that is displayed to insert it into the document.  Click Insert > WordArt, and pick the WordArt style you want. To insert decorative text into the document, click this button. A gallery of different styles of WordArt will display. Click the desired format to create the WordArt image. Equation : This button is used to insert a mathematical equation into a document. The equation tools ribbon will appear when the button is clicked. This ribbon is used to create the equation. A list of common equations is also available. Symbol : Click this button to insert a symbol such as a copyright or trademark into the document. It has the symbol that are not present in your keyboard like copyright symbol, Trademark Symbol, Paragraph Marks, and Unicode Character. Introduction : The Page Layout Tab holds all the options that allow you to arrange your document pages just the way you want them. You can set margins, apply themes, control of page orientation and size, add sections and line breaks, display line numbers, and set paragraph indentation and lines. Document Themes : On the Page Layout Tab, in the Themes Group, click the Themes button. A gallery opens. Hover your mouse pointer over the many themes in the Themes gallery. Word enables you to preview the themes in your document via the Live Preview feature. To make the change permanent, click the theme you want to see.  You can display the "Page Setup" dialog box, Margins Tab, by clicking on the page layout tab. 1. Margin : In the Page Setup group, click the Margins button. There you will see a gallery showing a number of margin options. Click one of the options, and Word applies the margins to your document. If none of the gallery’s options are satisfactory, click the Custom Margins option. The Page Setup dialog box opens with the Margins tab displayed. Use the options in the Page Setup Dialog Box to adjust the margins to your satisfaction. When you have finished, click OK. 2. Orientation - The drop-down contains the commands: Portrait and Landscape. This provides a shortcut to the (Page Setup)(Page tab, Orientation). 3. Size - Drop-Down. Lets you select from all the different available paper sizes. This provides a shortcut to the (Page Setup)(Page tab, Paper size drop-down). 4. Columns - Drop-Down. The drop-down contains the commands: One, Two, Three, Left and Right and the command More Columns. Provides access to 1,2,3 column layouts. Fig : Size Fig : Columns 5. Breaks - Drop-Down. The drop-down contains the commands: Insert Page Break, Remove Page Break and Reset All Page Breaks. 6. Line Numbers - Drop-Down. The drop- down contains the commands: None, Continuous, Restart Each Page, Restart Each Section, Suppress for Current Paragraph and Line Numbering Options. The Line Numbering Options displays the "Page Setup" dialog box (Layout tab). Figure : Breaks 7. Hyphenation - Drop-Down. The drop- down contains the commands: None, Automatic, Manual and Hyphenation Options. The Hyphenation Options displays the "Hyphenation" dialog box. Figure : Hyphenation 1. Watermarks : In the Page Background group, click the Watermark button. A gallery opens with a number of standard watermarks. Click the one you want to use. If you don’t want to use any of the standard watermarks you can create your own by clicking the Custom Watermark command. The Print Watermark dialog opens. Use the options in that dialog to create a text watermark or to select an image to use as a picture watermark. When you’ve completed created your watermark, click OK. Page Color : On the Ribbon, click on the Design tab Locate the Page Background group Click on the Page Color button Click on a color to set your page background color Page Borders : Go to Page Layout>Page Background>Page Borders. Make selections for how you want the border to look. To adjust the distance between the border and the edge of the page, select Options. Make your changes and select OK. Select OK.  You can quickly display the "Paragraph" dialog box, Indents and Spacing tab, by clicking on the Paragraph section of Page layout tab. Indent Left - Move in the left side of the Paragraph by a certain amount. This can be used to change the left indentation for the current selection. Indent Right - Move in the left side of the Paragraph by a certain amount. This can be used to change the right indentation for the current selection. Spacing Before - This automatically updates to indicate how much spacing is defined before the paragraph of the current selection. This can be used to change the spacing for the current selection. Spacing After - The automatically updates to indicate how much spacing is defined after the paragraph of the current selection. This can be used to change the spacing for the current selection. Creating Envelops Go ahead and open up Word and select the “Mailings” tab. Next, click the “Envelopes” button. The Envelopes and Labels window will appear. This is where we’ll enter all of our information. In the “Delivery Address” box (1), enter the recipient’s address. The “Return Address” box (2) Figure : Creating Envelops Figure : options of envelops Figure : Envelops Creating Labels: 1) Start Microsoft Word. 2) Click the New Document button. 3) From the Tools menu, select Letters and Mailings, then select Envelopes and Labels. 4) Select the Labels tab, click Options, select the type of labels you want to create and then click OK. 5) Click New Document. Figure : Creating Labels i) In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge group, click Start Mail Merge. ii) Click Step-by-Step Mail Merge Wizard. iii) Select your document type. In this we will select Letters. Click Next: Starting document. i)Figure : Select document type iv) Select the starting document. In this example we will use the current (blank) document. Select Use the current document and then click Next: Select recipients. ii) Figure : Selecting the document v) Select recipients. In this Example we will create a new list, so select Type a new list and then click Create vi) Create a list by adding data in the New Address List dialog box and clicking OK. Figure : Add new Recipients iii) Figure : Add the Recipients vii) Click Next: Write your letter. viii) For adding the address block click on More items Figure : Letter iv) Write Your Letter ix) Click on Preview your letter v) Figure : Preview your letter Figure : Letter Preview x) Click Print to print your letters or Edit individual letters to further personalize some or all of the letters. vi) Complete the merge Figure : Merge Options  Open most Office programs, click the Review tab on the ribbon. In Access or InfoPath you can skip this step. In Project you'll go to the Project tab. Click Spelling or Spelling & Grammar. If the program finds spelling mistakes, a dialog box appears with the first misspelled word found by the spelling checker. After you decide how to resolve the misspelling (ignoring it, adding it to the program’s dictionary, or changing it), the program moves to the next misspelled word. Figure : Before Spelling and Grammar Check Figure : After Spelling and Grammar Check  Insert a comment Select the text you want to comment on, or click at the end of the text. On the Review tab, click New Comment. Type your comment. Word shows your comment in a balloon in the document's margin.  Click the review tab Click on the protect document. Click on Restrict formatting and editing. Check all the checkboxes. Click on “Yes,Start enforcing protection.” Figure : i) Protect Document Figure : ii) Checkbox selection  Figure : iii) Setting the password Figure : iv) Removing the Password from the document The View tab enables you to switch between Normal or Master Page, and Single Page or Two- Page Spread views. This tab also gives you control over showing boundaries, guides, rulers, and other layout tools, zooming the size of your view of the publication, and managing Publisher windows you have open. Documents View has 5 options: i) Print Layout ii) Full Screen Reading iii) Web layout iv) Outline v) Draft Print Layout: The screen shot below shows what the Print Layout looks like. This view can be used to see what your document will look like when printed. Print Layout is also the default view of Microsoft Word 2007. Full Screen reading: You can use this one to see the document in reading mode in Microsoft Word 2007. When using this view, the Ribbon is hidden to maximize your reading area. Web Layout: Moving on to the Web Layout in Microsoft Word 2007 Document Views. This layout is handy especially when you want to see the document in a web browser format like the Internet Explorer. Outline: The Outline view is probably one of the most useful styles especially if you are working on a long document in Microsoft Word 2007. When you switch to this layout, all you see is the document divided into different heading levels. You can choose the level of detail that you would like to see by controlling the Show Level option. Draft: The final layout we are going to look at is the Draft view. This is the most common format as you will use this one when working on a document. When using this layout style you will see the document in a regular editing format. The headers and footers are not available when working with the Draft view in Microsoft Word 2007.  Everything relating to adjusting the display percentage of the active document. There is also a new zoom slider in the bottom right corner next to the status bar. Zoom - Displays the "Zoom" dialog box. This can also be accessed from the status bar by clicking on the view percentage. 100% - Adjusts the zoom to 100% of its normal size. Lets you quickly return to 100%. One Page - Adjust the zoom so an entire page fits in the application window. Two Pages - Adjust the zoom so two entire pages fit in the application window. Page Width - Adjust the zoom so the width of the page is the same as the width of the application window.  New Window - Lets you create a new window of the active document. Arrange All - Tile all the open windows side by side on the screen. This will also maximizes the application / document to a full screen. Split - Splits the current window into two parts. View Side by Side - Displays two documents side by side so they can be easily compared. If you have more than two documents open the "Compare Side by Side" dialog box is displayed so you can choose which document to display next to the active document. allowing you to scroll multiple windows at the same time. Synchronous Scrolling - Toggles the synchronize scrolling of the two documents that are displayed side by side. This is only enabled when you are viewing two documents side by side. Reset Window Position - Resets the windows positions so they take up the same amount of space on the screen when two documents are displayed side by side. This is only enabled when you are viewing two documents side by side. Switch Windows - Drop-Down. Lets you switch between all the currently active documents. This displays all the window / documents that are currently open in the particular session. Previously these were displayed on the Window menu.