Using Microsoft word.pdf

Unit 2: Using microsoft Word Hello! Welcome back to the smart world of MS Office 2019.Let us learn to format our documents in MS Word in this chapter. Let us begin with an activity. Fill in t...

Unit 2: Using microsoft Word Hello! Welcome back to the smart world of MS Office 2019.Let us learn to format our documents in MS Word in this chapter. Let us begin with an activity. Fill in the blanks using the word bank given below to make this a meaningful paragraph. Helper, Creations, Documents, Appearance, Spellcheck Microsoft Word 2019 is a writing and drawing tool. You can use it to create kUn1QmKwhich are like digital pages for your stories and reports. With or , you can make your words and pictur s look special by changing their u can also use a o fix mistakes. It is like having your own secret to make your work perfect. Word is a great friend for students and writers because it helps turn your ideas into neat and colourful FORMATTING A WORD DOCUMENT Documents are an essential part of our everyday lives, whether it is writing a school report, creating a birthday invitation, or writing a letter to a friend. Some examples of documents are shown below: 37  TrrLE rot sale! Viyer Paper with Cover and TOC Newsletter Brochure ideas with others, and fornatting Documents are a great way to share information and tidy. It helps present the information is the way to make your documents look neat and options. clearly and make it appealing. Let us learn about some basic formatting Basic Formatting In the MSWord window, you will see all the basic formatting options under the Home tab. Let us learn about these options. Font Style, Font Size, Font ColorcBold Italics and Underline You can change the (Body) Style Calibri of your text by selecting different fonts (like Arial or Times New Roman). The default font is Calibri (Body). The size of your text can also be adjusted to make it larger or smaller from menu. Choose a size that is easy to read but not too big or too small. You can also change the font color (El of your text to make it more exciting. Just remember to choose colours that are easy on the eyes. You can make a word or — to make it stand out Figure 4.1 shows and Fig. 4.2 shows its example. Font style Font size Bold, Font Size-20, Font Style-Courier New iCaLibri (Body) e Il Air damages children's lung development. It also makes respir.tory BIU suffer worse, particularly in older peop. The poorest people in our society tendto reas they tend to live near main roads wherea pollution is t. All road users are affected by airp lution. Bold, Italics, Font color Underline Underline lung development in Italics Font Color-red Fig. 4.1 Font Group Fig. 4.2 Example of the Font Group Style  Para ra h Ali ent, Line Spacing, Bullets, and Numbering Asshownin Fig. 4.3, the paragraph group, under the Home tab, has options to align thetextin your document as left , center — right , or justify. You can also selectthe spacing between two lines or two paragraphs by clicking the line spacing menu.You can select differenttypes of bu lets and numbering options fromthe bullets and numbering menus when you are explaining something in steps. Figure4.3 shows the paragraph group formatting features, and its example is shown in Fig. 4.4. Bullet and Numbering Bullets dings Review View Help Left Center Para raph Right Justify Line spacing Paragraphalignment Neß itin Mailings Review View Help s/ 1.0 Line 1.15 spacing Recently Used Number Formats 1.5 Numbering t. 2.0 b. 2 c. 2.5 3.0 Numbering Library Line Spacing Options... 1, t) None 2. Add Space Before Paragraph 3. 3) Add Space After Paragraph Fig. 4.3 Paragraph Group  Left align Center align Right align Air pollution damages children's lung development. It also makes respiratory and cardiovascular conditions worse, particularly in older peo le. The poorest people in our society tend to suffer more as they tend to live near main roa s where air pollution is worst, Justify All road users are affected by air pollution. Air pollution damages children's lung development. Bullets It also makes respiratory and cardiovascular conditions worse, particularly in older people. I. The poorest people in our society tend to suffer more as they tend to live near main roads where air pollution is worst. 2. All road users are affected by air pollution. Numbering Fig. 4.4 Paragraph Group Styles Text Case, Superscript, and Subscript Text Case MS Word allows you to change the case Aa of your text easily.The text case change option is available in the Font qroup, under the Home tab. Uppercase makes all words in the selected text capital, lowerqsemakes them all small, capitalize e@ghword case capitalizes the first alphabet of each word makes the first alphabet of a sentence uppercase, andgglesasechanges uppercase to lowercaseand lowercase to uppercase. Figure 4.5 shows the text case options with an example of each. erences al Ings Air pollution damages children's lung development. also makes respiratory and cardiovascular conditions worse, particularly in older people. Sentence case. THE POOREST PEOPLE IN OUR SOCIETY TEND TO SUFFER MORE AS THEY TEND TO LIVE NEAR MAIN lowercase ROADS WHERE AIR POLLUTION IS WORST. UPPERCASE All Road Users Are Affected Air Pollution, CapitalizeEachWord SHOULD TAKE PROPER MEASURES TO REDUCE AIR POLLUTION. I LOGGLEcASE Fig. 4.5 Text Case Options Superscript and are used for writing 2 numbers or characters above or below the regular line of text.yor superscript (e.g., 6 ) or Subscript (e.g., H20), select the text or number you want to format and use the 'Superscript' or 'Subscript' option in the_fentgroup. Superscripts are often used for exponents or footnotes. Subscripts are used for chemical formulas and mathematical equations. 40  oeo BordersandShading View Help You can add borders to text, paragraphs, or tables by going to 41 Normal theEgrders option in the paragraph group. BordersCan be u.} 30ttom Border customized in terms of thickness, style, and colour ton Border Left gorder shadinq allows you to fill text, paragraphs, or tables with a Bight gorder background colour to make them stand out. Select the Borders EB Borders and Shading option under Borders menu to see the different C] Outside Borders Inside Borders options available. Inside Horizontai Border EL Inside uerticai Border Drop Cap and Shadow Effect a paragrppbthat Horizontal Line Table View Gridlines To apply a drop cap, select the paragraph, click the_l_nsert tab, go 3Qtders Shaditg— to the and (see Fig. 4.6). omments Signature Line Date & Time Drop Cap Object Online link Boomark CtOSS Comment HeaderFooter V None 30 Smat'tArtGart Vsdeos Dropped pollution damages children's lung development. It also makes existing respu atoty people and cardiovascular conditions worse, particularly in older people. The poorest Inmargin as they tend to live near main roads where air in our society tend to suffer more pollution is worst. All road users are affected by air pollution. Drop Cap Fig. 4.6 Drop Cap Effect to make them appear as if they are The shadow effect can be applied to text or objects available in the lextgrQ.up.under the-!gsgr.t-tab casting a shadow on the page. It is also (referto Fig. 4.7). Editing Review View Help Comment s Online CIO.ss O" Tio 4.7-ShadowEffec! 41  Paqe Layout File Home insert Draw Design (Click the Layoug_taband go to Breaks Setup Line Numbers v will see the page layout options like Margins Orientation Size Columns bcHyphenation Margins, Page Orientation, Page Size, Setup page and Number of Columns. Inserting line and page breaks,adding Line numbers, and adding Hyphenation are also available in this group, ?aae margins are the blank spaces around the edges of your document. You can adjust the margins to control how much space you have for your text (referto Fig. 4.8). Be insert Desgn References Madings View Help Nurn>ecs *Left: Ocm ; Right Ocm apt Route Err* iti 127 cm 127 em 234 cm 2S4 cm Left 2.54cm RON: 2-54 cm Air Pollution 127 em 127 cm 2.54 Cm 234 cm Air pollution is contamination of the indoor or outdoor iii environment by any chemical, physical or biological agent that modifies the natural characteristicsof the Top: Bottom: 2-54 cm atmosphere. Household combustion devices, motor vehicles, industrial facilities and forest fires are common sources of air pollution. 2.54 em 2-54 cm 3.18cm Outside:2S4 cm Fig. 4.8 Marqins Paqe orientation determines whether your document is in portrait (vertical) or landscape (horizontal) mode. You can change the orientation of your document to fit your content better. Home Insert Dra Orientation Size col Portrait Typesor Air Pollutants two Landscape Fuggy by o' Landscape sut%g touv AE Style Fig. 4.9 Page Orientation 42  0.0 InsertinqHeadings Norm" 2 Title Heading1 Heading Underthe Home tab, click the Styles Intense rrnphasi Émphd'tf menu,and you will see a list of heading stylesto choose from. Select the text and then Quote Intense Ouote choosethe heading or sub-heading option. Ott Sty" Headings are usually large and bold, while Appt/ formgttie o subheadings are slightly smaller. Subheadings comeunder headings and give more details about a specific topic (as shown in Fig. 4.10). They are slightly smaller than headings but still stand out. References Mailings Review View Help Normal NoSpacing Heading I Heading 2 Heading Parapph '11/04/2023 Air Pollution 1. Introduction Air pollution is contamination of the indoor or outdoor environment by any chemical, physical or biological agent that modifies the natural characteristicsof the atmosphere. Household combustion devices, motor vehicles, industrialfacilitiesand forest fires are common sources of air pollution. 1.1Types of Air Pollutants Headinq 2 or There are two types of air pollutants: Sub-heading Fig. 4.10 Headinqs and Sub-headings Nowthat we have covered some basic formatting tips, let us move on to some advanced formatting features like creating a Table of Contents. CreatingTable of Contents foryouq document. It lists all the sections and with the page numbers where they can be found. This helps your readers quickly find what they are looking for. Here is how ou can create the Table of Contents i American Use Headinqs Create headings as Steven Paul Jobs was an business legend. He was the discussed above. Make sure you have used visionary co-founder,chairman, headings for different sections in your and CEO of Apple Inc. document. For example, use 'Chapter 1'for He revolutionized technology and consumer electronics with his the title,'Introduction' for the first section, and inspiring life story was innovative and unique ideas. His 'Conclusion'for the last section. full of grit, determination,and innovation. Place your cursor where -----.Zi-------.Q.ur.-C.ur-s.or File Home Insert Draw Design Layout References you want the Table of Contents to appear. Usually, Text Add ab Insert Next Footnote Update Table it is at the beginning of your document. Footnote El Sho.v Buitt.ln Insert Table of Contents In most Word processing AutomaticTaNe 1 programs like Microsoft Word, you can find the Table of Contents option under the tabs. Click it and choose the style you like. Automatic 2 Updating the Table of Contents If you add, delete, or change any headings in your document, remember to update the Table of Contents. Most programs have an Update Table option that you can use. 0t from Ot%ce.com Custom Table ot Contents- Addinq Header and Footer B of Contents isb'e in yc-»'r ment. It can include the document title, your name, what they are reading and where the date, or page numbers. Headers help readers know they are in the document. ear at the bottom of every a e. They can Footers are like headers, but they a author, or important notes related to the contain page num ers, the document's document's content. He Footer r o en the document, click the Insert tap, _ndthervclickthe„h ader and footer_options.  Dß.you..ba.ve.addedand formatted your header and footer,you can close the header/ footertab to return to your main document (refer to Fig. 4.11). L.) Header Air Pollution l. Inftoduefion Air pollution is eontmninotion of the indoor or outdoor environment by any chemicoj. physieol or biological agent that modifies the chojuc'erigticsof the atoyosphere.Jlousebold combustt01)dcvtees. motor vehicles, industriallhcilities and forest fires ore commonsources Footer Fig. 4.11 Headers and Footers O Quick Check 1. Whichtab is shown in the image? c. insert a table of contents. To provide additional information at the bottom of each page 4. What does a table of contents in MS a. pboard b. Paragraph Word help you with? Font d. Styles a. Inserting images 2. In which group are bullets and b. Orting data numberingoptions.vailable? Navigating through a long document a. Style U. Paragraph d. Changing the page layout c. Editing d. Font 3. Whatis the main function of a footer in MS Word? a. o add a watermark to the document. To add a border around the page insertinqFootnotes and Endnotes FOOtnotesappear at the bottom of the page that contains the sentence to which it refers.It is usually cited within the text with a number such as 1.2....and so on. Endnotes however,are found at the end of the chapter or book.  Under the References tab in the or Insert Footnotes group, click Insert Footnote Endnote. Enter what you want in the 4.12). Return to footnote or endnote (refer to Fig. your place in the document by the beginning double-clicking the number or symbol at of the note. w Design Layout Design References Mailings Review View Help References ab Moroqe Insert Endnote p rtD D Insert NextVoott»te Style:(APA ab Search trued Cross teferee€e Next Footnote StowNotes Citation Bibliography Insert Footnote Show Notes Introduction any chemical or outdoor environment by Air pollution is contaminationof the indoor naturalcharacteristicsof the atmosphere physicalor biologicalagent that modifiesthe industrial facilities and forest fires are Household combustion devices, motor vehicles, common sources of air pllution. t Air pollution,2023 Footnote Fig. 4.12 Inserting Footnote Inserting Page Break File Home Insert While Word automatically manages when text flows to a new page in a document, you can also manually choose where a new Cover Blank Page page starts A page break is a special marker that will end the Page v Page Break current page and start a new one. Pages Click at the place where you want to start a new page. Then, click the Insert tab and go to the Pages group and select Page Break. DESIGN Now, we will learn about designing documents using images and text, and auto design features to make your documents stand out. Adding Images Here is how you can add images to your documents: Click the Insert tab, choose Picture or Image from the options, browse your computer to find the image you want to insert, select the image, and click Insert. You can then move and resize the image to fit your document's design.  Insert Drow Design Layout References mee Sh.soes 'cong 30 Insert metere tmaqev. FormattingImages Mailings Review View Hep PictureFormat Border To format an image in Word, V«t.ute Effects hetute w re-a you can use the Picture Format tab on the ribbon to Beveted Ova'. Bkack accessvarious options and commands.The Format tab primary pollutants. Sulphur- allowsyou to crop, rotate, dioxide emitted from factories is a primary pollutant. resize,compress,and adjust Secondary Pollutants The pollutants formed by the intermingling and the image.You can also apply reaction of primaty pollutants are known as secondary pollutants. Smog. formed by the artistic effects, corrections, intermingling of smoke and fog, is a secondagy colour,and borders to th pollutant. Air pollution damages children's lung image. development. It also makes existing respiratory InsertingShapes MSWordcontains many different types of shapes such as boxes, rectangles, callouts, circles,arrows,lines, triangles, curves, equations shapes, and many more. Once the shape is added, you can modify it by changing features like colour, style format, size, outline, etc. group. Select a shape from the Clickthe Insert tab and go to Shapes in the Illustrations menu arrow in the Shape Format tab menu(see Fig. 4.13). You can select the Shape Fill to fill it with a colour or an image, as shown in Fig. 4.14. Locate and select the image, and now appear in the shape. then selectthe Insert button. The image should  n Layout References Mailings Revi View Help Shape Format Shape Fill hapes Icons SmartArt Chart High-contrastonly Off 3-0 Effects Theme Colors hadow Effects Recentty Used Shapes Lines Standard Colors Basic Shapes aaovOOOA&OO+ No Fill More Fill Colors... Block Arrows Picture... Gradient Picture Fill lexture Fill the shape with a picture. @Pattern... Fig. 4.13 Fig. 4.14 Wra p Text 'Wrap Text' is a handy tool in Microsoft Word that allows you to control how text flows around Position Wrap Bring Focwotd Rotatev Pane images or other objects in your document. Text It enables you to create professional-looking documents by arranging text and images in different ways. and Bottom Behind Test Click the Layout tab and select the Wrap Text Text option. You can also right-click the image and select the Wrap Text option, as shown in Fig. 4.14. Move v,ith Text 00 You can select the position of the image on Moge Layout Options... Set as Oefruit Layout the page by clicking the Position option as shownin Fig. 4.15. Explore this option by choosing different image positions in the document. w Help PictureFormat Crep c-LÅ Position Wrap Bring Send Selection Pane Rotate Textv Forward Backward 'tants. as primary X Cut In Line with Text Copy Pote r Poll of air po With Text Wrapping In mth Text Chanqc directly c primary pollutants. Sulphur- Square m factori Bong to Ftont ardiovascularconditions Sauare Text % Send to Bock nts Positi n in MiddteRight with societytend to suffer Bottom All road users are aff Q) Link Text ed by the Save as hctve— 10 pollutant text More Layout Options. ts. Smog, Caption— Editwrap okeandog, a on Wrap Test Move Text Fig. 4.14 Fig. 4.15 Adding Text Box A text box is an element you can insert and position anywhere in a document. ext boxes aregreatfor calling special attention to a quote or a whole block of text)Here is how you can do it: Clickthe Insert tab, expand the Text group, if necessary, Signature andclick the Text Box button. A gallery of text box Ten QJtck WordArtDrop Box Parts Cap Oate & Time Object e Equation Symbol stylesappears.The styles range from simple text boxes to stylized sidebars. Fact File Srnple Tert Q»te Austin The Microsoft365 Office Version has some interesting new features introduced in MS Word. Voice Dictation: This allows you to use Word's speech-to-text featureto speak out your words instead of having to type them on the keyboard. Simply click the phone icon to dictate the text. See-be Translation: MS Word 365 helps translate a non-English Yore Text text documentusing the 'Language' feature to English automatically. Save Selection to Text  Auto Design Auto Design features can be a great help when you want to create eye-catching 3 documents without spending too much time on design. Choose a design style or layout that you like by clicking the Design tab. Cay ut View Hetp Picture Title Title Title Cogon Indentation Decrease Indent Increase Indent Indentation is used to create space at the ngs evt beginning of a paragraph. You can indent Normal NoSpacing He the first line of a paragraph to make your document look neat. To set indentation, Secondary Pollutants select the paragraph you want to The pollutantsformed by the intermingling and reaction known as secondary pollutants. Smog, formed by the int indent, go to the Home tab, and use the is a secondary pollutant. Increase Indent and Decrease Indent ir pollution damages children's lung development. It also mak buttons to adjust the indentation. cardiovascular conditionsworse, particularlyin older people. society tend to suffer more as they tend to live near main roads All road users are affected by air pollution. Left Indent TABLES File Home Insert Draw Design Layout Referenc You have already learned the basics of creating and editing text in your documents, and now Cover Blank Page Page Break Table PicturesShapes Icons 3D Models it is time to take your skills to the next level. We Pages Insert Table will focus on tables, which are an essential part of many documents. Creating Tables The steps to create tables are as follows: Qraw Table Word 1. Open your document in your preferred Convert Text to Töb'e processing software (e.g., Microsoft Word, Excel Spreadsheet Google Docs, etc.). QJick lables  2. placeyour cursor where you want to insert the table. 3. Lookfor the Table or Insert Table option in the menu bar, Click it and you will see a grid appear on your document. 4. Now,drag your cursor over the grid to specify the number of rows and columns you want in your table. Click to create the table. InsertingRows or Columns Tablesaredynamic, which means you can change their structure by adding or removing rowsand columns. Here is how: 1. Clickinside the row or column where you want to insert a new one. Goto the Table or Insert menu. 3. Lookforthe options Insert Row Above, Insert Row Below,Insert Column to the Left, or Insert Column to the Right. Choose the appropriate option. Fete Yournewrow or column will appear, and you can start test SMees enteringdata into it. Mega Tip MS WORD Tricks! Youcanviewtwo documentsside-by-side. From the View tab, choose side-by-side view. You can adjust the Word Windowto expand the document. AlwaysturnontheAutosave settings from the File menu to avoid losing any work in case you forget to save it. DeletingRows or Columns Clickinsidethe row or column you want to delete and look for the options, Delete Row orDeleteColumn. Select the one you need. Be careful when deleting asthisaction cannot be undone. rows or columns, MergingCells Sometimes,you may want to merge cells to create a special layout or emphasize a Particularpart of your table. Here is how you can do it: 1. Select the cells you want to merge using the click and drag action. 2. Go to the Table or Format menu and look for the Merge Cells option and click it. The selected cells will merge into one larger cell. You can always unmerge cells, if needed, using the same menu. Fhortcuts) This is the Repeat key. You can use this to repeat the last typing action you did. F4 / Ctrl+Y This key is used for the Repeat Find command. Shift + F4 This is the Go back command. It takes you to the last edited spot. Shift + F5 I When the entire document is selected, press this key to select only the current Shift + F8 paragraph, or only the current sentence, or only the current word, or press these keys again to deselect the word. This key is used to access the 'Save as' dialog box in the fastest way. F12