UNIT 3 WORD PROCESSING

Transcription

1 UNIT 3 WORD PROCESSING Word Processing Structure Page Nos. 3.0 Introduction Objectives What is Word Processing? Word Basics Start Word Program Creating Documents Saving and Closing Documents Edit and Formatting Text Formatting Page Setup Printing Documents Paragraph Options Bullets and Numbering Checking Spelling and Grammar Page Design and Document Management Header and Footers Inserting Cliparts and Picture Creating Tables Mail Merge Data Sources & Main Documents Starting & Editing the Main Document Summary References/Further Readings INTRODUCTION Office automation software packages are in huge demand and hence, very many companies are the arena of office automation, among them Microsoft is the leader offering MS office package, however, other office automation software s are also there like star office, open office etc. The office automation packages are to facilitate the execution of office related tasks in an easy manner. Generally, office related tasks involve documentation management, presentations, mathematical calculations, s, Websites management; and the package as a whole involves component for each of the foresaid task, desired to facilitate the official working. Among the mentioned tasks, the documentation part is handled by Microsoft Word which is an excellent program of MS- Office package. Now, you might be thinking that in which language this application program is written, undoubtedly it s a variant of our Visual Basic, called VBA i.e., Visual Basic Assistant. If you don t believe then after opening your word document as mentioned in section 3.2 below, just press ALT+F11 and you will find that a Visual Basic like environment is opened. Using VBA you can customize your document, to work according to your requirements. Although this unit is about the fundamentals, and VBA programming is out of the scope of this unit. But if you have interest in such tasks, just explore the internet, the world is yours. 85

2 Lab Manual - 1 The tools discussed in this unit are also small components of the programs. So, firstly learn how to use these tools then go to the depth of designing your tools. MS Word performs documentation related tasks such as creating, editing, formatting, managing and protection of our documents in very simple way. In this unit you will learn the basics of all these techniques. The end product of a creating document is usually a printed document. Before printing from Word for the first time, you must check that your printer setup is correct. And Word's Print Preview feature used before printing any documents, helps in checking that all its elements are in place. All these printing options have been explained in detail in this unit. Word is a fairly simple program to use for completing simple tasks. It may be difficult to learn complex features of word but you should explore the more advanced possibilities of Word at this stage. 3.1 OBJECTIVES The objective of this course is to help you understand how MS Word can be used to manage documents easily, quickly and effectively. By the end of this practical course, you will know how to do the following: recognize and understand many of the functions in the Microsoft Word window; create, save, open and close a document; delete text and replace text; format text i.e., font, size, colour, alignment, bullets, numbering, styles, line spacing, tabs etc., ; edit text i.e., cut, copy, paste, find and replace etc., ; working with tabs; use different page views to examine the document; format the document i.e., headers, footers, page breaks, page set-up etc., ; use the drawing toolbar and insert images; use the spelling, grammar, thesaurus and word count facilities; perform a word count in the document; use the help facility and preview and print the document; creating and working with a table; and creating multiple letters using mail merge. 3.2 WHAT IS WORD PROCESSING? 86 Word processor is the tool to perform different editing and formatting operations on the text and process is called word processing. This constitutes a fundamental difference between a typewriter and word processor. The earliest word processors were electric typewriters with a tape recorder that could be edited. They were first used for automatic typing of letters. Later, they were used to playback material that was typed correctly when corrections were added. The "manual" way, at the time, was to have a typist type something, have it proofread, and then retype it with corrections, hoping that no new errors were introduced with the retyping. In addition to simply storing documents for later manipulation and retrieval, modern word processing software applications offer general features such as: spelling and grammar checks, thesaurus, word counts and search-and-replace functions. With these capabilities among the major word processing packages, such as Microsoft Word, WordPerfect (Corel Corporation), and Word Pro (Lotus Development Corporation).

3 Microsoft Word is a word processor program from Microsoft. Richard Brodie originally wrote it for IBM PC computers running DOS in Further versions were created for the Apple Macintosh (1984), SCO UNIX, and Microsoft Windows (1989). Further it became part of the Microsoft Office suite as Microsoft Word. Microsoft Word is an essential and excellent tool for the creation of documents. Its ease of use has made Word one of the most widely used word processing applications currently on the market. Therefore, it's important to become familiar with the various facets of this software, since it allows for compatibility across multiple computers as well as collaborative features. Word Processing 3.3 WORD BASICS This section covers the basic details of MS-WORD. It will provide you step by step procedure for starting, creating saving and closing ad document in the WORD Start Word Program To open the Microsoft Word application you can (a) Double click on the Microsoft Word icon (as given below) on the desktop. (b) Open Microsoft Word from the Start menu (Start Program Microsoft Office Microsoft Word) as shown in the Figure 1. Figure 1: Open Microsoft Word 87

4 Lab Manual - 1 When Word opens, a blank document with name Document1 will appear similar to Figure 2. Window Control Buttons Standard Toolbar Formatting As you can see in figure 2; A bar at the top of a document shows the name of MS-Office program (like Excel, Word) and document. This is Your Working Area View Buttons Drawing Toolbar Status Bar Figure 2 : Components of Word Document Note : Sometime it may happen that the word will not show these above given toolbars, if you want to bring them on your screen also then as shown in following Figure 3 go to the View menu which is given on 3 rd position of your menu bar, choose Toolbars and ensure that the Standard, Formatting and Drawing toolbars are all selected. MS-Word provide us different toolbars, those you can select according to your need. We advise you not to select those toolbar, which you don t need at present. 88 Figure 3 : Different Toolbars in Word

5 The Microsoft Word window contains several menus and toolbars. Menus and toolbars are used to give instructions about what you want to do. Some of these are detailed as follows: Word Processing Menu Bar : A menu gives a list of commands. Most menus are located on the menu bar at the top of the applications as given Word window. This menu contains drop menus, which allow the user to access all of Microsoft Word s functions. The functions can be accessed using either the mouse or the keyboard button. Standard and Formatting Toolbar: Standard toolbar contains icons, which allow the user to perform common tasks such as save, print, copy and paste etc. where Formatting Toolbar contains icons which perform variety of formatting functions such as changing fonts and font size, choosing headings, justifying text, modifying text colour etc. These icons are shown in the following Table 1 with the use of these icon and associated action: Table 1: Meaning of different icons in the Standard and Formatting Toolbar You know all office programs contain almost common screen elements and toolbars. Name Icon Use and Description of Icon New Blank Document Open (File menu) Creates a new, blank file based on the default template selected by the user. Use to open a file. If you want to use option through word so you must have proper MS- Outlook (another MS-Office program) connection and configurations. Save (File menu) Mail Recipient Print (File menu) Print Preview (File menu) Spelling and Grammar (Tools menu) Cut (Edit menu) Copy (Edit menu) Saves the active file with its current file name, location, and file format. Sends the contents of the document as the body of the message. Prints the active file or selected items. To select print options, on the File menu, click Print. Display the print preview and show how it will look when you print it. Checks the active document for possible spelling, grammar, and writing style errors, and displays suggestions for correcting them. Cuts the selection from the active document and places it on the Clipboard. Copies the selection to the Clipboard. Paste (Edit menu) Format Painter (Standard toolbar) Inserts the contents of the Clipboard at the cursor position. Copies the format from a selected object or text and applies it to the object or text you click. Undo (Edit menu) Undo your last command or action. Redo (Edit menu) Hyperlink Reverses the action of the Undo command. Inserts a new hyperlink or edits the selected hyperlink. Tables and Borders Zoom Office Assistant Displays the Tables and Borders toolbar, which contains tools for creating, editing, and sorting a table and for adding or changing borders to selected text, paragraphs, cells, or objects. Enlarge the display of the active document according to the given % size. The Office Assistant provides Help topics and tips to help you accomplish your tasks. 89

6 Lab Manual - 1 Drawing Toolbar : This toolbar allows the user to draw and edit objects (like images graphics, clip art etc) in a document. Status Bar : This displays important document information to the user relating to page number, location of insertion point on the page etc. There are also additional features on the status bar such as OVR, which allow the user to overtype or replace existing characters when typing. As shown in Figure 3, there are a number of other toolbars available in Microsoft Word. To show or hide the toolbars, click on the View menu and select Toolbars. This shows a list of all toolbars available to use in the Microsoft Word application Creating Documents There are different ways for creating new documents, opening existing documents, and saving documents in MS Word. All these are further explained in this unit. Whenever you want to type something, you need to create a new document (or open old document), like we take a new paper from our notebook. Lets see how can you create a new document in word. To create a new document do the following steps: 1) Choose File New from the menu bar. OR From the File menu, choose New. A New dialog box should appear similar to given Figure 4. As you can see in figure 4, you have an option to select the kind of document you like to make for example letter, publication, report etc. Figure 4 : New Document Options 90

7 2) Confirm that the General tab is selected and the Blank Document icon is highlighted. Now click OK, a new document window should appear as given in Figure 4 above. OR Click the New Document button on the menu bar. OR Just press CTRL+N on your keyboard. Word Processing When you click the New button on the Standard toolbar, you get option of creating a document such as memo, letter, report, or resume, one can often save time by using one of the wizards or templates that come with Word. When you will do practical from your own, you will find that whenever a new document is open, word gives it a temporary name Document 1. If we open another new document then it would be named Document 2 with the next Document 3 and so on. The next step is to enter the text for the document. How to open an existing document? To quickly open one of the last documents you worked on, choose it from the bottom of the file menu. To open a document, click the Open button on the Standard toolbar. When the dialog box appears, select the document in the File Name box (Windows) and then choose the OK button. Choose File Open from the menu bar, Figure 5 will appear on your screen. Figure 5 : Open an Existing Document Click the Open File button on the menu bar. OR Press CTRL+O on the keyboard. Each the above method will show the same Open dialog box as shown in Figure. You can choose the file and click the Open button to open the file. 91

8 Lab Manual - 1 Make a habit of saving your document after each paragraph, as Word may stop abruptly due to hardware or software problem. It is good practice to choose a filename with eight characters or less, as additional letters may not be visible Saving and Closing Documents To save a document on disk, click the Save button on the Standard toolbar. When you save a document for the first time, Word displays the Save As dialog box so that you can type a name for the document. How to save a document? 1. Select File Save from the menu bar. 2. Select File Save As from the menu bar. You can save your document in different format like Web Page, Text format, Rich Text format, Document templates using Save As option. You must be interested to know that what is a difference between Save and Save As option? The main difference is that the Save option will simply overwrite your existing file, whereas Save As will give you the chance to choose any of the options/format given in its dialog box. 3. Click the Save button on the standard toolbar. 4. Press CTRL+S on the keyboard. How to close a Document? When finished working in Word close the active document and then quit Word by choosing Exit (Windows) from the file menu. To work on another document in Word, close the active document by choosing Close from the file menu and then open the other document. Also, several documents can be open at the same time. To work in a particular document, click anywhere in its window, or select the document name from the window menu. To close the current document by you can either select File Close or click the Close icon you can locate it on your standard toolbar. If you are prompted with a dialog box asking, Do you want to save the changes you made to document1.doc? it means you have not saved the file. Think always before Clicking on No. Remember View options will not change your document at all. It changes only the appearances. As when you see a building from front view it appears different and when you see it from top it is different, but actually the building is same. Document Views Word provides several ways to view a document: 1. Normal view 2. Print layout view 3. Web layout view 4. Outline view 92

9 1) Normal View : It is the preset view in Word. It shows a simplified version of a document. It s the best all-purpose view for typing, editing, and formatting text, and for moving around in a document. To switch to normal view, click the Normal view button on the horizontal scroll bar, or choose Normal from the view menu. Normal view is preferred for most of heavy-duty text entry and editing. Normal view keeps repagination and screen redraw delays to a minimum. It shows the text as it is typed and displays graphics where they are inserted. It does not show side-by-side column positioning, footers, headers or the printing position of framed items. Columns are shown at their actual width, but not sideby-side. Automatic page breaks are shown as dotted lines. Manual page breaks, if they are defined, are shown as darker lines containing the words Page Break, while section breaks are double dark lines with the words end of section, and so on. Word Processing 2) Print Layout View : In Normal view, you can only see the one column formatting option which is the default. To view multiple columns on screen, you need to switch to Page Layout view, or look at the document in Print Preview. Page layout view displays the layout of each page in a document as it will look when printed. The vertical and horizontal ruler allow you to see precisely where things are positioned on the page. Page layout view is useful when you are working with columns, or to check the final appearance of the document, and make last minute changes to the text formatting and layout. In a page layout view, text and graphics are positioned where they will print. Headers and Footers can be both seen and edited. Page breaks, whether automatic or forced, are represented by new pages on the screen rather than by dashed lines in the text. 3) Web layout view : Web layout view is similar to above given print layout view, only it refers to web page. It works when you are creating a Web page or a document that is viewed on the screen. In Web layout view, you can see backgrounds, text is wrapped to fit the window, and graphics are positioned just as they are in a Web browser. 4) Outline View : If the document is properly formatted, switching to outline view allows to quickly navigate and reorganize even large, complex documents. Outline view allows you to see the entire contents of the document, just chapter heading or just section headings, and so on. In outline view, you can break a document into sections to see only the main headings or expand it to see the entire document. This view makes it easy to scroll or move text a long distance or to change the hierarchy of topics. To scratch to outline view, click the outline view button on the horizontal scroll bar, or choose outline from the view menu. 93

10 Lab Manual EDIT AND FORMATTING Once you learnt about creating document successfully now, you should get familiar with different editing and formatting aspects of a document. This section will help you in editing and formatting of your document Text Formatting Adding Text To enter text, you need to start typing on keyboard; whatever you type will appear where the cursor is blinking. You can move the cursor by arrow buttons or using mouse. The keyboard shortcuts listed below in Table 2 are also helpful when you are typing the text in a document: Table 2: Keyboard Shortcuts in Documents Keystroke HOME END CTRL+HOME CTRL+END Action in Document Beginning of the line End of the line Top of the document End of the document Deleting, Selecting and Formatting Text If you make a mistake in your text, to delete text we can use the BACKSPACE and DELETE keys. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight that portion and press the DELETE key. To change any attributes of text in your document first highlight that portion then select the text by moving mouse over that text or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. In table 3 are the shortcuts for selecting a portion of the text: Table 3: Shortcuts for Selecting a Portion of the Text Remember to deselect the text, you can click anywhere outside of the selection on the page or press an arrow key on the keyboard. Text Portion Whole word Whole paragraph Whole document Selection method Double-click within the word Triple-click within the paragraph Choose Edit Select All or press CTRL+A 94 The formatting toolbar is the easiest way to change many attributes of text. If the toolbar is not available on your screen, select View Toolbars and select Formatting.

11 Word Processing Figure 6: Formatting Toolbar All the tools of formatting are discussed below from left to right of the formatting toolbar. Style: You can select different styles on document in this. Font: Click the arrowhead to the right of the font type box to view the list of fonts available. Scroll down to the font you want and select it by clicking. Font Size: Click to enter a value for the font size or click the arrowhead to view a list of font sizes available. Font Style: You can use these buttons to bold, italicize, and underline text. Alignment: You can give aligning in text to the left, center, or right side of the page or it can be justified across the page. Numbered and Bulleted Lists: This is used to give numbering or bullets in the text (in heading or subheadings of text) Increase/Decrease Indent: Change the indentation of a paragraph in relation to the side of the page. Outside Border: Add a border around a text selection. Highlight Color: Use this option to change the color behind a text selection. Text Color: This option changes the color of the text. The color shown on the button is the last color chosen. The Font dialog box as given in Figure 7 allows you to choose from a larger selection of formatting options. You can select it as Format Font from the menu bar. As you can see in figure 7 you have two more options named Character Spacing and Text Effects. You can try these options on a sample text. 95

12 Lab Manual - 1 Write =Rand() and press Enter. Check what text is duplicating and how many times? Find what is special about this text? Figure 7: Font Dialog Box In this toolbar you can have the preview of whatever effect you want to enforce on your text, you can check the implementation of different type effect given above. Feel free to experiment with various text styles and option. You can always undo your last action by clicking the Undo button or selecting Edit Undo. Cut, Copy and Paste of text Two different editing functions can be performed using the Cut, Copy and Paste functions in Microsoft Word. Use Cut and Paste to move a piece of text in a document. Use Copy and Paste to duplicate a piece of text in a document. Moving Text Select any word in the document. Select Edit Cut from the menu bar or click the Cut button on the standard tool bar, or press CTRL+X. The word will disappear. Do not worry, the word is not lost. It is stored in a temporary storage area called the Clipboard. Click Edit Paste from the menu bar, or click the Paste button on the standard toolbar, or press CTRL+V, the word will reappear in the text. Duplicating Text Select any word in the text. choose Edit Copy, or click the Copy button on the standard toolbar, or press CTRL+C to copy the text to the clipboard. Unlike the Cut function, the word remains visible. However, a copy of the word is also stored on the Clipboard. Place the cursor after the word and select Edit Paste from the menu bar, or click the Paste button on the standard toolbar, or press CTRL+V, the selected word should now be duplicated in the text. Using MS-Word Help When you want any assistance or help regarding any feature and function of MS-word. You can use either of the following option. 1. Press F1 OR 2. Select Help from Menu Bar and Click Microsoft Word Help. OR 3. From Formatting Bar, Click Microsoft Word Help Button. 96

13 When you have a question about a Microsoft Office program, you can ask the Office Assistant. For example, to get Help about duplicating text, type it. Word Processing If the correct topic doesn't appear in the Assistant balloon, click None. You will get suggestions on how to phrase a question to the Office Assistant or how to narrow your search by using keywords. The Assistant automatically provides Help topics and tips on tasks you perform as you work before you even ask a question. For example, when you write a letter, the Assistant automatically displays topics to help you create and format a letter. The Assistant also displays tips on how to use the features in the Office programs more effectively. Click the light bulb next to the Assistant to see a tip. Just click Microsoft Word Help on the Help menu. If the Assistant is turned on, it appears. If the Assistant is turned off, the Help window appears. To type a question in the Help window, click the Answer Wizard tab. To scroll through a table of contents for Help, click the Contents tab. When you want to search for specific words or phrases, click the Index tab. To see a ScreenTip for a menu command, toolbar button, or screen region, click What's This? on the Help menu, and then click the item you want information about. To see a ScreenTip for a dialog box option, click the question mark button in the dialog box, and then click the option. (If you don't see the question mark button, select the option and then press SHIFT+F1.) To see the name of a toolbar button, rest the pointer on the button until the name appears. 97

14 Lab Manual - 1 Hide, show, or turn off the Office Assistant You can temporarily hide or show the Office Assistant while you're working in Microsoft Word. You can also turn off the Office Assistant for your entire Word session and use only the Help window. How to get Help without the Office Assistant. To temporarily hide or show the Office Assistant follow the steps: 1. On the Help menu, click Hide the Office Assistant or Show the Office Assistant. 2. Turn off the Office Assistant for an entire Word session 3. In the Assistant balloon, click Options. 4. If the Assistant balloon isn't visible, click the Assistant. On the Options tab, clear the Use the Office Assistant check box. To turn on the Assistant at any time, click Show the Office Assistant on the Help menu. You can remove the Assistant if you don't want to use it any more. Lab Exercises 1 a) Bring WordArt toolbar on your Word Screen and place it with other toolbars. b) Create a document in which write a letter to your friend, send the letter with the name of your friend. Use different colors in the body of letter, starting & end of the paragraph. c) Using Resume Wizard, Create your resume for applying the post of software Engineer. Note: From File New, choose other document and select resume wizard. d) Check and write the differences between the normal view, print layout view, web layout view and outline view. e) Create the following characters A2log2C having superscript and subscripts characters as shown. A 2 log 2 C f) Type the following lines in the document as shown in the given box below, and save the file with name Insert Special Symbols. 1. Click Insert from the Menu bar and then click Symbol. 2. Choose the Symbols tab. a. From the Font drop down list select the style of symbols you would like to insert. b. Click on the symbol that you wish to insert, and then click Insert. 98

15 Word Processing Page Setup You should start each new project after duly thinking about the document s overall design and final appearance. Word for windows gives you on-screen clues about how your document will look on paper. If you give Word some basic information, such as the paper size and the kind of printer you will be using, it can show you line endings, page endings, the relative size and placement of text, graphics, margins and so on. In order to do this, Word needs some information from you, such as the paper size and the kind of printer you will be using. The Page Setup dialog box, allows you to give Word all the information it needs. The Page Setup command in the file menu enables to set the paper size, page orientation (portrait or landscape), the working of headers and footers, and similar options before you began a document. But you can easily change these and other settings at any time. You can also use sections and set different options for each section. Paper Size & Page Orientation The paper size tab in the Page Setup dialog box can be used for selecting the paper size and the options that are available depend on the capabilities of the printer you selected. To use a custom paper size, type the dimensions of the paper you want to use and also be sure that the printer is capable of feeding the custom paper size through its printing mechanism. Once you specify the size of the paper on which you will print the document, Word calculates margins by measuring in from the edges of the paper. Page orientation can be vertical (Portrait) or horizontal (Landscape). 99

16 Lab Manual - 1 Figure 8: Page Setup Dialog Box Showing Paper Size Options To select the paper size and page orientation follow these steps: 1) Select the text you want to have a different paper size or page orientation. 2) From the File menu, choose Page Setup and then select the Paper size tab. 3) Select the paper size on which you want to print and the page orientation. 4) In the Apply To box, select how much of the document you want to print on the selected paper size or in the selected orientation. Then click the OK button. Also it is possible to change the default page size and orientation. Like, if you often print on paper other than the standard letter size inches or if you use landscape orientation more frequently than portrait orientation, you can save time by changing the default settings. After specifying the new settings, choose the default button. When Word asks you in case you want to change the default, choose the Yes button. Word saves the new default settings in the template attached to the document. Page Margins Margins determine the distance between the text and the page of the paper. In Word, text and graphics are normally printed inside the margins while headers, footers and page numbers are printed in the margins. Word gives you three ways to set margins. The most straightforward method is to use, the Margins portion of the Page Setup dialog box, reached with the File Page Setup command. Figure 9 : Page Setup Dialog Box Showing Margins Options 100 You can also drag margins using the rulers in Print Preview. This lets you see the results of margin changes after a slight repagination delay.

17 Finally, you can drag new margins with the rulers in Page Layout view. The margin brackets are located on the ruler. Let s look at all three techniques, starting with the dialog box. Word Processing Follow these general steps to change margins from within the Page Setup dialog box: 1) Place the insertion point on the page where you want margin settings to be changed (unless you plan to see the Whole Document choice). 2) Choose File Page Setup. 3) If need be, change paper size and orientation by using the Paper Size tab. 4) Switch to the Margins tab if it is not already displayed. 5) Current settings are shown in the various margin dimension boxes. 6) Type the dimensions you desire, or click the little triangles to increase and decrease settings. The Preview will change as you work. 7) When satisfied, click OK. Dimensional settings in most of Word dialog boxes can be expressed in inches (in), points (pt), centimeters (cm), picas (pi), and, frequently lines (li). For instance, to set a top margin s height to 12 points, you would type 12pt in the Top margin box, to set a one-and-one half line top margin, you d type 1.5li, etc. While you can type other measurements, Word will convert them to the default measurement when you close the dialog box. You change the default measurement in the General tab of the Options dialog box (Tools Options). Mirror Margins Select the Mirror Margins feature in the Margins tab of the Page Setup dialog box (File Page Setup) when you want different left and right margin widths and your final output will be two-sided. Word makes inside margins of odd and even numbered pages the same size; and does the same with the outside margins of odd and even pages. This is how you get white space on the appropriate side of even and odd, two-sided pages. When adjusting margins in Print Preview, if you ve chosen the Mirror Odd/Even feature, display two pages in Print Preview so that you can see the different margins. Gutters position Gutter margins-additional white space in the inside margins-compensate for the paper tucked away in the binding of a two-sided book that would be unreadable. The gutter width, which you specify in the Margin tab of the Page Setup dialog box (File Page Setup), reduces the text area. Instead of using gutters, you might simply want to increase the size of the inside margins to accommodate binding. 101

18 Lab Manual Printing Documents Before printing a document, Page breaks and the overall appearance of the document is checked by choosing print preview from the File menu. To view the document one page at a time, and also edit the text more easily, choose Page Layout from the View Menu. When ready to print, click the Print button on the Standard toolbar. Figure 10 : Print Dialog Box and Printing Options While printing a document, you can: 1) Print the entire document or only specific pages. 2) Print summary information, annotations or list of styles, AutoText entries or key assignments. 3) Print a draft copy, which omits graphics to allow faster printing. 4) Set printing options, such as number of copies. You can also automatically create and print an envelope, using an address from a document or one that you type. You can either print directly on an envelope or store the information so that you can print the envelope later. The printer you can use affect the way Word prints and displays text on the screen. Before you print a document, you must install and select the printer you intend to use to print the document. 102 Word displays a document as it will look when you print it. If you want to preview a document before you print it, use page layout view or print preview. In each of these views, you can make last minute changes to text formatting, page breaks and margins.

19 Line breaks and page breaks should be the same on the screen and in the printed document. However, the fonts and view options you choose can affect the match between what you see on the screen and what appears on the printed page. Word Processing Three kinds of fonts affect your work in Word: Scalable fonts, Printer fonts and Screen fonts. Use Scalable fonts, such as True Type fonts to ensure that what you see on the screen is what appears on the printed page. For using printer fonts, you must have a corresponding screen font and font size to display each font on the screen. If each screen font you use has a matching printer font, the screen display of the document will closely match the printed document. The three basic steps for printing a document are: 1) Connecting the Printer: Connect the printer either directly to your computer or to a network. 2) Selecting the Printer: Choose Print from the file menu then choose the Printer button and select the printer you want to use. 3) Print Preview and Printing: Click the Print button on the Standard toolbar. In Windows, Word prints one copy of the active document using the word default print settings. But it is better to check the preview of document before giving the print command. You can see the Preview of your document by clicking the Print Preview button on the standard toolbar or by selecting File Print Preview. When the document is ready to print, click the Print button from the Print Preview screen or select File Print Paragraph Options In Word, a paragraph is any amount of text, graphics, object or other items that are followed by a paragraph mark. A paragraph mark is inserted each time while pressing the ENTER key. In order to change the formatting of a paragraph, select the paragraph and then apply the formats you apply. Paragraph formats affect the entire paragraph and new paragraphs keep the formatting of the preceding paragraph. Paragraph marks store the format of each paragraph. if the paragraph mark is deleted, the text in that paragraph becomes part of the next paragraph. To insert a new line mark, press Shift + which pushes the text down to the next line, but does not create a new paragraph. To modify the appearance of paragraphs, use the ruler, the formatting toolbar and the Paragraph Dialog Box or one of Word s paragraph formatting shortcut key combinations. The various ways in which the Paragraph formatting can be done is described in the following subsections: 103

20 Lab Manual - 1 Figure 11 : Components of Paragraph Dialog Box Centering, Right Alignment and Left Alignment By default, the text in Word is left aligned. But these alignments can be changed. Indenting a paragraph enables it to set off from other text. To indent paragraphs automatically, drag the top half of the triangular indent marker to the right to the desired position. Alternatively, you can select Format Paragraph and enter a setting in the first line Indent box in the Paragraph dialog box. To increase or decrease indents by one Tab stop, use the Increase Indent and Decrease Indent button on the formatting toolbar. To create a hanging indent (an indent that sticks out beyond the paragraph), drag the top half of the triangular indent marker to the left to the desired position. You can also select Format Paragraph and enter a setting for the first line indent box in the paragraph dialog box that is farther left than the indent of the paragraph as a whole. Notice the difference between left and right margin and the paragraph indentations. The margins establish the overall width of the main text area and the space between the main text area and the edges of the page. 104

21 Left and right indents are measured from the left and right margins, respectively. The first line indent is measured relative to the left indent. The negative left-indent measurement for the text appears when the text runs into the left margin. Word Processing Tab Stops By default, the Tab Stops are set at 0.5-inch intervals from the left margin. The insertion point can be moved to the next tab stop in the current paragraph by pressing the TAB key. Use the ruler to set a tab stop at a particular position or to change the way text lines up at a tab stop. To set tab stops 1) Select the paragraph in which you want to set or change tab stops. 2) To set or change the tab alignment, click the Tab Alignment button at the far left of the horizontal ruler until the tab alignment is the way you want it to be. Table 5: Tab Alignment button To select Left-aligned tab stops L Centered tab stops Right-aligned tab stops Decimal tab stops Click 3) On the ruler, click where you want to set a tab stop. Also you can set precise measurements for tab stops by using the Tabs command on the format menu. Figure 12 : Tab Dialog Box 105

22 Lab Manual - 1 To move a tab stop, point to the tab marker and drag it to a new position. To clear a tab stop, drag the tab marker off the ruler. The spacing between the default Tab Stops can also be changed but this will affect only the active document. To do this, type or select the distance you want between the tab stops in the Default Tab Stops box and then click the OK button. Line Spacing Line Spacing determines the height of each line of text in the paragraph. The default (single line spacing) depends on the size of the font characters. Individual line spacing is easy to change. The indents and spacing tab of the Paragraph dialog box provides a drop-down for simple but effective control of the space between lines under most circumstances. The preview area demonstrates the relative effect of single, one-and-a half and double line spacing. Single spacing causes 12-point line spacing, 1½ line spacing is 18 points and double spaced lines will be 24 points apart. All these line spacing settings can be made by choosing the appropriate options from the Line spacing menu in the Paragraph dialog box. When we are working with paragraphs word provides special toolbar for formatting a paragraph you can also select it from Format Paragraph from the menu bar, when you select it the following figure will appear having following figure as given in figure: When you use these choices, Word will compensate for graphics, superscript and large or small type sizes. Paragraph Spacing Word enables each paragraph to give unique before and after spacing if you wish. The spacing settings can be in points (pt), inches (in), centimeters (cm) or lines (li). One advantage of adding space this way is that the spacing before and after paragraphs does not change the point size of your text. Another advantage is that you can use different spacing combinations for different purposes. Headings often have different spacing requirements for body text. For instance, you may require different before and after spacing designs for figures and figure captions as well. Also you can have unique spacing specifications as part of a style, making it easy to keep the look of your documents consistent. The Paragraph command on the format menu can be used to add space before and/or the paragraph. The other advantages of using the Paragraph command are: 106

23 1) You can make precise adjustments to the spacing between the various text elements. For example, you can use paragraph spacing to clarify the relationship between headings and body text. Word Processing 2) If the paragraph is moved or deleted, its spacing goes with it. The paragraph doesn t leave behind extra blank lines. 3) If you include spacing in the paragraph styles you use to format text, Word adds the space along with the other formatting. You need not add blank lines manually. Borders & Shading You can add borders, to any side of a paragraph, and you can add background shading using Format Borders and Shading as shown in the figure 13. You can also add borders and shading to ordinary text and to the paragraphs in table cells and frames. Figure 13: Border and Shading Dialog Box Bullets and Numbering You can easily create a bulleted or numbered list by selecting a list and then clicking the Bullets button or the Numbering button on the formatting toolbar. Type the first entry and press ENTER. This will create a new bullet or number on the next line. If you want to start a new line without adding another bullet or number, hold down the SHIFT key while pressing ENTER. press ENTER twice when you are finished typing to end the list. You can use the Increase Indent and Decrease Indent buttons on the formatting toolbar to create lists of multiple levels. 107

24 Lab Manual - 1 To create a nested list, such as a numbered list inside of a bulleted list, first type the list and increase the indentation of the items that will make up the nested list by clicking the Increase Indent button for each item. Highlight the items and click the Numbered List button on the formatting toolbar. For example: Garden Tree Apple Formatting Lists The bullet image and numbering format can be changed by using the Bullets and Numbering dialog box. Figure 14 : Bullet and Numbering Dialog Box Highlight the entire list to change all the bullets or numbers, or Place the cursor on one line within the list to change a single bullet. Access the dialog box by selecting Format Bullets and Numbering from the menu bar or by right-clicking within the list and selecting Bullets and Select the list style from one of the seven choices given, or click the Picture... button to choose a different icon. Click the Numbered tab to choose a numbered list style. 108 Click OK when finished. Lab Exercises 2 a. Do the following using the page setup dialog box. i. Set the paper size to A3. ii. Set the length and width to cm and cm respectively. iii. Set all margins (top, bottom, left, right and gutter) to 2.10 cm. iv. Set the gutter position to top

25 b. What you need to write in page range when you want to take printout of the following pages: i. Pages 3 to 8 only ii. Page 2, 5, 9, 14 only iii. Only active page of word document c. How you can take print out when it should come on both sides of a page (front & back to it). d. Create a paragraph with line spacing 2 and use alignment as justification. e. Set your tab position to 1.3 inch. f. Create the border of your document to your page to 3D shadow border setting. g. Create the Border setting of your document using horizontal lines. h. Set the paragraph spacing 6 pt before and after. i. Show how you can make following Bulleting and Number in word. ( remember you need to create your own bullets as shown in the part (i) which having bullet name : first line, second line and third line ) Word Processing (i) first line Garden second line third line Tree Apply (ii) 1. Garden (i) (ii) Tree Plant a) Flower b) Seed Find and Replace Find and Replace allows you to search for specific text in your document. Word will find text whether it was typed in upper or lowercase. You can search for and replace text, specific formatting, and special items such as paragraph marks, fields, or graphics. You can also search for and replace all forms of a word (for example, replace make with build as well as made with built ). To fine-tune a search, use wildcards (for example, search for s?t to find sat or set ). To Find and Replace text: 1. Click the Edit menu select Replace 2. The box below will appear 3. Type the word you want to find the Find What box 4. Type the word you wish to replace it with in the Replace With box When finished, click Find Next to find the next occurrence of the word you are searching for. You can click Replace to replace the current word found, you can click Find Next to skip that word and go to the next occurrence or Replace All occurrences of the word you were searching for. 109

26 Lab Manual - 1 Figure 15 : Find and Replace Tool Editing and Proofing Tools The editing and proofing tools in Word help to improve your writing and the readability of your text. These tools can: Find and correct spelling errors. Automatically correct typing and spelling errors that you ve specified. Locate possible grammatical or stylistic errors, suggest improvements and help you evaluate the readability of your text. Look up synonyms, antonyms, and related words. Automatically hyphenate text. Check text in other language. Display document statistics such as word count or paragraph count. In this section we will discuss some of the important tool available in word Checking Spelling and Grammar Spell check is one of the powerful features of MS-Word. It also provides to check the spellings of the entire document including the header, footer and the hidden text. Adding words to the dictionary is possible. The Spelling Check provides a convenient way of correcting spelling mistakes at your documents. It compares the words in your document 110 against its own dictionary. You should always check your documents with the Spelling Checker before you print them. To use the spelling and grammar checker, follow these

27 steps. Select Tools Spelling and Grammar from the menu bar. The Spelling and Grammar dialog box will notify you of the first mistake in the document and misspelled words will be highlighted in red. Word Processing Figure 16 : Spell Checking When the Spelling Checker locates a word it cannot find in the dictionary it stops, highlights the offending word, and display it on the Not in Dictionary line. You have the option to: Ignore its selection; Manually type in a correction to the word; Replace the word with a suggested word; Add the word to the dictionary. The Suggestions box lists possible alternatives to the word. If it cannot find a close match this box will be empty. To retain the word, choose Ignore and to ignore the change at all its occurrences in the document Choose Ignore All. To change the word, choose Change and to change the word at all its occurrences in the document choose Change All. To add the current selected word into the dictionary, choose the Add button. You have the choice to add the word to the default Word custom dictionary, or a new custom dictionary that you create. During a grammar check, Word identifies sentences that contain possible grammatical or stylistic errors and suggests improvements. For example, if you wrote The project were completed by your team, Word could question the grammar, first for subject-verb agreement and then for passive voice. Word also question style errors, such as wordiness and the use of clichés. 111

28 Lab Manual - 1 As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word will check the grammar of the document in addition to the spelling. Follow these steps for correcting grammar: a) If Word finds a grammar mistake, it will be shown as the spelling errors with green underline. Several suggestions may be given in the Suggestions box. Select the correction that best applies and click Change. b) If no correction is needed, click the Ignore button. Synonyms Figure 17: Grammar Checking Word has a new feature for finding synonyms. Simply right-click on the word and select Synonyms from the shortcut menu. From the list of suggested words, highlight the word you would like to use or click Thesaurus... for more options. 112 Figure 18: Finding Synonyms

29 Thesaurus Word Processing The Thesaurus can be used to improve the precision and variety of your writing. It looks at the words you select and presents alternatives with similar meanings. You then have the option to select a word that better fits your needs. The Thesaurus cannot understand the context in which the original word is used, so the alternatives it offers are not always valid. It is for you to decide whether another word which you choose improves the meaning of the sentence. For some words, you may also find antonyms (words with opposite meanings) and related words. To use the thesaurus, select Tools Language Thesaurus from the menu bar or select it from the Synonyms shortcut menu as given above. Figure 19 : Thesaurus A list of meanings and synonyms are given on the windows. Double-click on the words in the Meanings box or click the Look Up button to view similar words. Double-click words in the Replace with Synonym box to view synonyms of those words. Highlight the word you would like to add and click the Replace button. 3.5 PAGE DESIGN AND DOCUMENT MANAGEMENT This section covers few advanced topic of WORD. To make your document more effective and impressive you would like to add few images, table or graphs in your document. In this section you can get procedures for creating header, footer, table etc Header and Footers Headers and Footers are places to put repetitive information in a document s top and bottom margins-headers print at the top, footers at the bottom. You can use headers and footers to print something simple on each page, such as you name, or something complex, such as a graphic. Stylized text, dates and automatic page numbering can all be included in headers and footers. 113

30 Lab Manual - 1 You can use identical headers and footers on all pages in your document, or you can specify different contents for each section of the document. Odd and even pages can have different designs if you wish. The first page of each document of each section can be unique. Once headers and footers have been added to a document, it is possible to see and edit them in Page Layout view. They are also displayed in Print Preview, but when you attempt to open a header or footer in Normal view or Print Preview, Word switches you to Page Layout view and displays the Header and Footer toolbar. Creating Basic Headers and Footers To enter a header that repeats on all pages in your document: 1) Choose View Header and Footer or double-click in the header area of the first page to be modified in Page Layout view or Print Preview. 2) Word will switch to Page Layout view if it is not already there and display the Header and Footer toolbar. Figure 20 : Creating Basic Headers and Footers 3) Create and edit header text as you would do in any other text. You can paste graphics, apply styles, and otherwise format your work normally. 4) Use the automatic page-number, time-stamping, and date-stamping features described later in this chapter. 5) Double-click in the main document to return to work there. 114

31 You enter footers the same way as headers, except that you work in a Footer window. Word Processing The Layout tab of the Page Setup dialog box helps in: Figure 21: Page Setup Dialog Box Showing Header and Footer Edges 1) Creating Different Headers and Footers for Odd and Even Pages 2) Creating Different Headers and Footers for the First Page Inserting Cliparts and Picture Inserting Clip Arts Clip arts are freely available artwork in digital form that can be used in a digital document. It provides artwork for creating interactive and attractive documents. It is available in Clip Gallery, which provides preview to a wide variety of pictures, photographs, sounds, and video clips that you can insert in your documents. To insert a clip go to menu bar, click Insert picture Clip Art or click on the clip art icon on the Drawing toolbar the following image will appear. 115

32 Lab Manual - 1 Figure 22: Different Categories in Clip Gallery To add a clip art image/artwork from the Microsoft library to a document, follow these steps: 1) Click the category you want. 2) Click the picture you want, and then click Insert clip on the menu that appears. 116 Figure 23 : Different Options on Insert Clip Menu

33 Word Processing 3) When you are finished using the Clip Gallery, click the Close button on the Clip Gallery title bar. Inserting Picture In the similar way to clipart you can also insert any image in your document if that image is available in your computer system. Follow these steps to insert a picture from an existing file: 1) On the menubar select Insert Picture From File. Following dialog box will appear. Figure 24 : Different Options on Insert Clip Menu 1) Locate the picture you want to insert. 2) Double-click the picture you want to insert Creating Tables Word s Tables feature, enables you to arrange columns of numbers and text in a document without using tabs. It helps you to organize complex columnar information. Tables also provide a convenient way to present text in side-by-side paragraphs as in a resume, or to arrange text beside graphics. You can use them to create such diverse documents as forms, television scripts, financial reports, parts catalog, and resumes. You can insert tables anywhere you need those in Word documents. Word s table feature and the terminology used to describe it, reminds you of a spreadsheet. Word tables consist of horizontal rows and vertical columns. You do the typing in areas called cells. Cells can contain text, numbers, or graphics. The text in cells is edited and embellished as usual with Word s formatting toolbar and ruler. 117

34 Lab Manual - 1 COLUMNS R O W S Figure 25 : Table having 2 Columns and 4 Rows. A number of table specific features let you control the size, shape, and appearance of cells. Border and Shading features are available. It is also easy to insert and delete rows and columns. They can be created from existing text without needless retyping. Also the table feature can be used to organize information and then convert your table to text. Tables are used to display data and there are several ways to build them in Word. Begin by placing the cursor where you want the table to appear in the document and choose one of the following methods: Insert a Table There are two ways to add a table to the document using the Insert feature: Click the Insert Table button on the standard toolbar. Drag the mouse along the grid, highlighting the number of rows and columns for the table. Or, select Table Insert Table from the menu bar. Select the number of rows and columns for the table and click OK. Figure 26 : Insert Table Options 118

35 Entering and Editing Text in a Table Word Processing You navigate, enter and edit table text just as you do any other Word text. The mouse or arrow keys are used to position the insertion point. The cells are thought of as miniature pages and the cell borders as margins. Type the text normally within these cells and Word will automatically wrap text within the cell as you reach the right edge Rows will automatically grow taller as necessary to accommodate your typing. To move from cell to cell within a table, either use the Tab key to go forward and Shift+Tab to go backward. Pressing Tab in the rightmost column will move down the insertion point to the beginning of the next row and pressing Shift+Tab past the leftmost column will move the insertion point to the end of the previous row. The familiar character formatting toolbar, ruler and menu features work in the same manner to all or selected characters in a table. A cell can contain more than one paragraph. Paragraph creation is done in the usual way and Word s paragraph format apply to paragraphs in cells. Within a cell, you can have several different indent settings, line-spacing specifications styles. etc. 3.6 MAIL MERGE Word's Mail Merge feature is a quick and easy way for mass-producing form letters, envelopes, mailing labels, phone lists etc. By using Mail Merge, you can send the same letter to a number of people, without typing the original letter more than once. Word's Mail Merge feature lets you quickly create personalized correspondence and other documents by combining information (merging) information from two different files. Mail Merge feature can also be used to prepare other kinds of merged documents such as catalogs, parts lists, directory lists forms or invoices, print addresses on envelopes and mailing labels Data Sources & Main Documents Data Sources are organized collections of information - databases-stored as Word tables. Word can also use data from other applications such as MS Excel or MS Access. After opening a data source in another application, make sure that the merge fields in your document match those in the data source. All data sources, no matter where they come from, contain records and fields. For example, an employee data source would contain one record for each employee. This record would contain multiples fields - one for the employee's first name, one for the middle initial, one for the last name, one for each part of the address and so on. The data source contains the information that can vary in each version of a form letter, such as the names and addresses. You can either open an existing data source or create a new one in Word. 119

36 Lab Manual - 1 Main documents as mentioned earlier contain the text of your project (the body of a letter), fields, and merge instructions. Main Documents can be used from earlier versions of Word or from other Applications. While using the Main document from other applications, open that documents in Word 6 and convert its contents to Word for Windows. However, field names and formatting from some applications may not translate well into Word for Windows format. Check the fields in your main document and adjust them if necessary before completing the merge or you can paste the main document into Word for Windows as plain text, then apply the formatting and centering the field names Starting & Editing the Main Document Creating a merge main document, such as form letter, is a three-step process, as given in the Figure: 27 below. Step 1: To set up the main document, which contains the text, punctuation, and other items that remain the same in each version of the form letter. Step 2: To set up a data source, which contains the information that varies in each version. This can be done either by opening an existing data source or creating a new one. Step 3: To complete the main document by inserting merge fields and by typing or adding information you want to be the same in each form letter, such as the body of the letter, your address and your logs. 120 Figure 27: Main Window for Mail Merge

37 Step 1 : To Start the main document Word Processing i) Select the create button to start creating your main document. A list will drop down offering you four choices- Form Letters, Mailing Labels, Envelopes and Catalogs as shown in the figure. ii) iii) Select the type of main document you want. A dialog box appears offering you the choice of the active window or a new main document. Choose the Active Window button if the active window contain information for your main document or choose the New Main Document button if the active window doesn't contain any information for the mail merge. Figure 28: Creating Main Document Whichever button you choose, Word will return to the Mail Merge Helper dialog box and the space below the create button now lists the information you've entered so far-the type of merge and the main document to use. Step 2: Next, you need to specify the data source and arrange in it the fields that will be available to your main document for the merge. i) Click the Get Data button to display a list of options for your data source. ii) If you already have a data source that you want to use, select Open Data Source or if you want to create a new one, select Create Data Source. Creating a Data Source The Create Data Source dialog box that appears (Figure: 29) when you choose Create Data Source contains a list of commonly used field names under "Field Names in Header Row" box. The next step is to add field names in the data source. This can be done by selecting the field names from the Field Name in Header Row box or by adding the new ones to it. These field names can be upto 40 characters long and contain letters, numbers, and underscore (_). They cannot contain spaces and must start with a letter. 121

38 Lab Manual - 1 The following operations on the field names can be done: 1) To delete a category from the data source, select it and choose Remove Field Name button. 2) To add a category to the data source, type the new field name in the Field Name box and then choose Add Field Name button. 3) To change the order of field names, select a field name in the field names in Header Row box, and then click the up or down arrow at the right of the list until the field name is in the desired position. Figure 29: Creating Data Source When you finish creating the field names, choose the OK button. Word then displays the Save Data source dialog box. You save the new data source by giving a new filename to it. Word then displays a message asking you whether you want to edit the data source or edit the main document. Choose the Edit Data Source button to type the information that varies in each version. The Data form dialog box appears. Type the information you want in each data field box and then press ENTER. To move to the next or previous data field box, press TAB or SHIFT+TAB. Continue typing information, choosing the Add New button to start each new record. Choose the OK button in the last. Opening a Data Source To open an existing data source, Select Open Data Source from the Get Data drop-down list. The Open Data Source dialog box that appears works just like the File Open dialog box. Select the document you want to use and click OK. Word will open the document and table you back to the Mail Merge Helper dialog box. Step 3: One you've completed the second step-creating a new data source or Opening an existing data source-you can complete the main document by inserting merge fields and by typing or adding information of your letter as given in Figure

39 Word Processing Figure 30: Creating a New Data Source This can be done by: a) Completing a form letter main document: Type or add any text and graphics you want to include in each letter. Then insert a merge field where you want each category of addressee information to be printed as shown in the Figure: 31. Place the insertion point in the document where you want to insert information from the data source, click the Insert Merge field button on the Mail Merge toolbar and then choose the appropriate merge field. Choose save from the file menu after editing the main document. Figure 31 : Format of Main Document 123

40 Lab Manual - 1 b) Merging the data source with the main document: Before merging the main document with the data source, the following things should have been done: 1) All the addressee information in the data source should have been typed. 2) All the merge fields should have been inserted at the desired location into the main document. To merge a data source with the main document Click, the View Merged Data button on the Mail Merge toolbar while the main document is in the active window. Word displays information from the first data record in place of the merge fields in the main document text. To view information from other data records, click one of the arrow buttons on the Mail Merge toolbar, or type a record number in the Go To Record box. Figure 32: Document After Mail Merged 124 Figure 33 : Logical Operations of Mail Merge