Ms-word 2003 Manual.pdf

Table of Contents Chapter 1..............................................................................................................................3 Introduction to Microsoft Word...........................................................................................3 1.1 What is a Word Processor?.................................................................................3 1.2 Starting Ms-Word ..................................................................................................3 1.3 Parts of the Word Window: ................................................................................3 Chapter 2..............................................................................................................................5 Working with a Document...............................................................................................5 2.1 To Open and Existing File...................................................................................5 2.2 Navigating Through a Document...........................................................................5 2.3 Selecting Text .......................................................................................................6 2.4 Deleting text..........................................................................................................6 2.5 Moving and copying text .....................................................................................7 2.6 Find and Replace....................................................................................................7 2.7 Zooming the Screen .............................................................................................7 2.8 Undo & Redo ........................................................................................................7 Chapter 3..............................................................................................................................9 Formatting Text and Document .......................................................................................9 3.1 Formatting Text ...................................................................................................9 3.2 Paragraph Formatting.......................................................................................10 Chapter 4............................................................................................................................15 Adding Graphics to Your Document .............................................................................15 4.1 Adding a Graphic picture .................................................................................15 4.2 Deleting, Moving, and Copying Graphics .......................................................15 4.3 Drawing in your Document...............................................................................16 4.4 To Insert Word Art............................................................................................16 4.5 Inserting symbol.................................................................................................17 Chapter 5............................................................................................................................18 Page Formatting .............................................................................................................18 5.1 Adding page Numbers .......................................................................................18 5.2 Header and footer:.............................................................................................18 5.3 Footnote & Endnote...........................................................................................19 5.4. Insert Manual page Breaks ..............................................................................19 5.5 Create a table of contents ..................................................................................19 5.6 Create a cross-reference ....................................................................................20 5.7 Creating Captions ..............................................................................................20 Chapter 6............................................................................................................................21 Proofing Document........................................................................................................21 6.1 Checking Spelling & Grammar of Documents ...............................................21 6.2 Using the Thesaurus ..........................................................................................21 Chapter 7............................................................................................................................22 Tables.............................................................................................................................22 7.1 Creating a Table.................................................................................................22 7.2 To move around in a Table ...............................................................................22 7.3 Editing and Formatting a Table .......................................................................22 7.4 Merging and Splitting Cells ..............................................................................23 7.5 Changing column width and row height..........................................................23 7.6 Table Borders .....................................................................................................24 Page 1 of 32 Compiled by Fekadu Zebere

7.7 Performing Calculations in a Table .................................................................24 7.8 Convert text to a table or vice versa.................................................................24 7.8.1 Convert text to a table .......................................................................................24 7.8.2 Convert text to a table .......................................................................................25 Chapter 8............................................................................................................................25 News Paper Style Columns................................................................................................25 8.1 Creating Columns ..............................................................................................25 8.2 Modifying Columns ...........................................................................................26 8.3 Drop Cap.............................................................................................................26 Chapter 9............................................................................................................................27 Working with Mail Merge .................................................................................................27 9.1 Creating Form Letters.......................................................................................27 9.1.3 Create and print envelopes for a mass mailing ............................................28 Chapter 10..........................................................................................................................28 Working with webpage ......................................................................................................28 10.1 Saving word document as a Web page...........................................................28 10.2 Create a Web form...........................................................................................28 Chapter 11..........................................................................................................................29 Printing document..............................................................................................................29 11.1 Print preview..........................................................................................................29 11.2 Print all or part of a single document.....................................................................29 11.2.1 Print a range of pages......................................................................................29 11.2.2 Print only odd or even pages...........................................................................30 11.2.3 Print specific pages and sections.....................................................................30 11.2.4 Noncontiguous pages ......................................................................................30 11.2.5 A range of pages within a section ...................................................................30 11.2.6 An entire section .............................................................................................30 11.2.6 Noncontiguous sections ..................................................................................30 11.2.7 A range of pages across sections ....................................................................30 11.3 Print a document in a different format...............................................................31 11.3.1 Print a draft .....................................................................................................31 11.3.2 Print in reverse order.......................................................................................31 11.3.3 Print multiple pages on one sheet of paper .....................................................31 11.3.4 Print to a file....................................................................................................31 11.4 Print multiple copies or more than one document .................................................32 11.4.1 Print more than one copy at a time .................................................................32 11.4.2 Print several documents at once......................................................................32

Page 2 of 32 Compiled by Fekadu Zebere

Chapter 1 Introduction to Microsoft Word 1.1 What is a Word Processor? Word processor is a computer program or software that is designed to help us create, edit, save and print documents or text files. Microsoft Word is a powerful windows-oriented word processor that lets you prepare a variety of documents. If necessary you can easily correct errors by adding or deleting words, sentences, paragraphs or pages. After you have created and corrected your text, you can print it and store it on hard disk or floppy disk for further reference.

1.2 Starting Ms-Word To start Ms-Word: 1. Open the start menu by clicking the Start button. 2. On the start menu, Click Programs. 3. On the next menu. Click Microsoft Word.

1.3 Parts of the Word Window: When you start Word, you see a blank document ready for you to enter text. Before you begin, however, you need to know about the various parts of the screen. Work area: - Your document displays here for text entry and editing. Title bar: - The program name, user name, and the name of current document is displayed here. At the right end of the title bar are buttons to Minimize, Restore, and Close the program. Menu bar: - Menu headings on this bar let you access word’s menu commands. Tool bars: - The small pictures, or Buttons, on the toolbars let you select commonly needed commands by clicking the mouse. Status bar: - Word displays information about the document and the state of the keyboard lock keys on the status bar. Scroll bars: - Click the scroll bars to move around in your document. Ruler: - Provides on going page measurements as well as quick access to margins, tabs and indents. Minimize button: - Click this button to temporarily hide word (to shrink it to and icon on the taskbar). You can then click the Microsoft Word button on the taskbar at the bottom of your screen to redisplay Word. Restore/Maximize button: - Click this button to enlarge word to full-screen or t shrink word to a partial-screen window. Close button: - Click this button to close Word View buttons: - are located at the left bottom of the word screen. Normal view: - is the default document view you probably will use for most typing, editing, and formatting. To switch to normal view, click the normal view button on the horizontal scroll bar, or choose normal from the View menu. Page layout: - in page layout view, you can see a document just as it will look when printed, so that you can refine its text and formatting. To switch to page layout view, click Page 3 of 32-

the page layout view button on the horizontal scroll bar, or choose page layout from the View menu. Outline view: - In outline view you can collapse a document to see only the main headings or expand it to see the entire document. This makes it easy to move and copy text and to reorganize long documents. To switch to outline view click the outline view button on the horizontal scroll bar, or choose outline from the View menu. Online layout: - In online layout view, you can set a minimum for size to ensure that your document is always legible on the screen. Minimize Menu bar

Title bar

Max/Restore Close

Standard toolbar Formatting toolbar

Scroll bar

Status bar View Buttons

Navigation buttons

Entering Text Word displays a blinking vertical line in the work area. This is the cursor or insertion point, and it identifies the location in the document. Where text will be inserted and where certain editing actions will occur. To enter text, simply type it on the keyboard. You shouldn’t press Enter at the end of a line. Word will automatically wrap the text to a new.

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Chapter 2 Working with a Document 2.1 To Open and Existing File 1. Click File, Open or click on the Open Button on the standard toolbar. 2. Select the drive or the folder where the file is stored from look in drop-down list, if necessary. 3. Click its name in the file list or type its name into the File Name list box. 4. Press Enter or the Open button. Or you can double click the name.

2.2 Navigating Through a Document As you work on a document, you will often have to move the cursor to view or work on other parts of the text.

2.2.1 Moving the Cursor with the keyboard To move

perform the Action

Left or right one Character Left or right one word Up or down one line Up or down one Paragraph To the start or end of a line Up or down one screen To the top or bottom of the Current screen To the start or end of the document

Press Å or Æ Press Ctrl + Å or Ctrl+Æ Press Ç or È Press Ctrl + Çor Ctrl + È Press Home or End Press Page Up or Page Down Press Ctrl + Page Up, or Ctrl + Page Down Press Ctrl + Home or Ctrl + End

2.2.2 Using the Mouse You can also navigate with the mouse. If the desired cursor location is in view on the screen, simply click the location. If the desired location is not in view, you must scroll to bring into view and then click the location. To scroll Up or down one line Up or down one screen Up or down any amount

Do this click the up or down arrow on the vertical scroll bar. click the vertical scroll bar between the box and the Up or down arrow. drag the scroll box up or down.

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Up or down one page

click the previous page or Next Page button on the Vertical scroll bar.

Note: - that scrolling with the mouse does not move the cursor; the cursor remains in its original location while the screen displays another part of the document. You must click the new location to move the cursor there.

2.2.3 Using Edit, Go To This command is used to move fast to different pages or section or paragraph in a large document. 1. Click Edit, Go To (or press the F5 key) 2. Select the option from Go To What Box. 3. Type the page, line etc... On the box 4. Click Go To button 5. Click Close button

2.3 Selecting Text Many tasks you will perform in word require that you first select the text you want to modify. You can select text with either the mouse or the keyboard. With the mouse, you can use the selection bar, an unmarked column in the left document margin.

Selecting can be done by different method. To select text Any amount One word One sentence One line Multiple lines One paragraph Entire document Any amount (With keyboard)

perform This Action with the Mouse pint at the start of the text, press and hold the left mouse button, and drag the highlight over the text. Double-click any where on the word Press and hold Ctrl and click any where in the sentence. Click the selection bar to the left of the line. drag in the selection bar to the left of the lines. Double-click the selection bar to the left of the paragraph. Press and hold Ctrl and click any where in the selection bar or press Ctrl + A Move the insertion point to start of the text, press and hold shift, and move the insertion point to the of the desired test using the movement keys.

Note: - To cancel a selection, Click anywhere on the screen on the screen or use the keyboard moves the insertion point.

2.4 Deleting text To delete single character z Press the Backspace key to erase characters to the right of the cursor. z Press the Delete key to erase characters to the right of the cursor. To delete a block of text, first select the text. Then z To delete the text, press Delete or Backspace. z To delete the text and replace it with new text, type the new text. Page 6 of 32-

2.5 Moving and copying text You may want to move or copy a text to another part of the document. To Move or Copy text 1. Select the text to be moved/copied 2. To copy the text, click Edit, Copy; or click the Copy button on the standard toolbar; or press Ctrl + C. to move the text, click Edit, Cut; or click the Cut button on the standard toolbar; or press Ctrl + X. 3. Move the cursor to the location where you want the text moved or copied. 4. Click Edit, Paste; or click the Paste button on the standard toolbar; or Press Ctrl +V

2.6 Find and Replace Word can search through your document to find occurrence of specific text. To search for specific text, 1. Click Edit, Find or press Ctrl + F. 2. In the Find what text box, enter the text for which you want to search. 3. Click Find next. Word looks through the document for text that matches the text you want to find. 4. Click Find next to continue the search for other instances. 5. Click Close button.

Finding and Replacing Text Word’s replace command lets you search for instances of text and replace them with new text, To replace text 1. Click Edit, Replace or press Ctrl + H. 2. In the Find What text box, enter the text you want to replace. 3. In the Replace With text box, enter the replacement text. Set any criteria, such as find whole words, words only, match case if necessary. 4. Click Find Next to locate and highlight the first instance of the target text. 5. For each occurrence word finds, respond using one of these buttons: z Click Replace to replace the highlighted instance of the target text and then locate the next instance of it. z Click Find Next to leave the highlight instance of the target text unchanged and to locate the next instance. z Click Replace All to replace all instance of the target text in the entire document.

2.7 Zooming the Screen The Zoom command lets you control the size of your document on screen, 1. Click View, Zoom or click on Zoom drop-sown arrow on the standard toolbar. 2. Select the desire Zoom setting from the Zoom dialog box. 3. Click Ok.

2.8 Undo & Redo Undoing mistakes To reverse the action taken by the previous command, you can use the Undo command. To undo the most recent action, click Undo button on the standard tool bar. To redo the most recent action, click the Redo button on the standard toolbar.

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To undo multiple actions: ™ Click the down arrow next to the undo button. ™ Select the actions you want to undo. To redo multiple actions: ™ Click the down arrow next to the redo button. ™ Select the actions you want to redo.

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Chapter 3 Formatting Text and Document Formatting is giving additional appearance to the text.

3.1 Formatting Text To change Font, Font size It is possible to change the style and size of letters, to make the document attractive. 1. Click Format, Font to open the font dialog box. 2. The font text box displays the name of the current font. Scroll through the Font list box and select a new font name. 3. The Size text box displays the current font size. Select a new size from the Size list box or type a number in the text box. 4. Click Ok to enter your settings. Using the formatting toolbar using Boldface, Italics, and Underling You can apply these effects to existing text by first selecting the text, or you can apply them to the text you are about type.

Using the Buttons on the Formatting Toolbars 1. Click a button (B, I, or U) to turn the corresponding attribute on, 2. Click it again to turn it off.

Using the Font Dialog Box 1. Click Format, Font to open the font dialog box. 2. Under font style, select Bold, Italic, or Bold Italic. Select Regular to return to normal text. 3. Click the Underline drop-down arrow and select the desired underline style from the list; or select None to remove underlining 4. Click OK.

Applying Special Font Effects Word has a number of special font effects that you can use. These include superscript, subscript, strikethrough and several graphics effects (such as shadow and outline). You can also specify that text be hidden, which means it will not display on-screen or printed. To assign special font effects to select text or text you are about to type. 1. Click Format, Font to open the font dialog box. 2. In the effects area, select the effect you want. To turn on an effect, click to place 9 in the check box. To turn off an effect, click to remove the 9 from the check box. The preview box shows you want the font will look like with the selected effects. 3. When you are satisfied with your settings, click OK

Copying Formatting Once you have formatting a text to look the way you want, you can copy the formatting other text. To copy formatting

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1. Select the text that you have already formatted 2. Click the Format Painter button if you want to copy the format once or double click the format painter button if you want to copy the format to several locations. 3. Shade the text, which you want to give the same format as the previous one with the format painter button.

Using Change Case feature To type a text in capital letter make the Caps lock on and type the text. To change already typed text into lower or upper case or initial caps you can use Change Case command. To change case 1. Open Format Menu 2. Select Change Case 3. Click on the option required 4. Click OK.

3.2 Paragraph Formatting 3.2.1 Working with Tabs Tabs provide a way for you to control the indentation and vertical alignment of text in your document. When you press the Tab key, word inserts a tab in the document and moves the cursor (and any text to the right of it) to the next tab stop. By default, word has tab stops at 0.5-inch interval across the width of the page. You can modify the location tab stops and control the way text aligns at a tab stop.

Types of tab stops Word offers four types of tab stops, each of which aligns text differently. Left aligned

The left edge of text aligns at the tab stop. Word’s default tab stops are left aligned.

Right aligned

The right edge of text aligns at the tab stops.

Center-aligned

The text is centered at the tab stops.

Decimal-aligned

The decimal point (period) is aligned at the tab stop. You use this type of tab for aligning columns of numbers.

Creating Custom tab stop If the default tab stops are not suited to your needs, you can add custom tab stops. The number, spacing and the type of custom Tab stops are totally determined by you. Use these steps to set custom tab stops. 1. Select the Paragraph that will have custom tabs. If no text is selected, the new tabs will affect the paragraph containing the cursor and new text you type. 2. Click the tab symbol at the left end of the ruler until it displays the marker for the type of tab you want to insert. 3. Point at the approximate tab location in the ruler, and press and hold the left muse button. A dashed vertical line extends down through the document to show the tab stop position relative to your text. 4. Move the mouse left or right until the tab stop is at the desired location. Page 10 of 32-

5. Release the mouse button. Note: - If your ruler is not displayed, click View, Ruler or position the mouse pointer near the top edge of the work area for a few seconds.

Moving and Deleting Custom Tabs Stops To move the custom tab to a new location 1. Point at the tab stops marker on the ruler. 2. Press and hold the left mouse button. 3. Drag the tab stop to the new position 4. Release the mouse button. To delete a custom tab stop, follow the same steps, but in step3, drag the tab stop marker off the ruler. Then release the mouse button.

3.2.2 Indents and Justifications Two things control the distance between your text and the left and right edges of the page: the left and right page margins and the text indentation. Margins are usually changed only for entire documents or large section of a document. For smaller sections of text, such as individual lines and paragraphs, you will use indentation. Indentation is the distance between a paragraph’s text and the margins for the entire document. The easiest way to set indents is by using the indent markers on the ruler. The numbers on the ruler indicate the space from the left margin in inches. Indentation applies to individual paragraph. To set indentation for one paragraph; position the cursor anywhere in the paragraph. For more than paragraph, select those paragraphs.

To set paragraph indentations: ™ To change the indent of the first line of the paragraph, drag the First Line indent marker. ™ To change the indent of all lines of a paragraph except the first one, drag the other lines indent marker to the desired position is called a hanging indent. ™ To change the indent of all lines of a paragraph, drag the left indent marker to the desired position. ™ To change the indent of the right edge of the paragraph, drag the Right Indent marker.

Setting Indents with the Paragraph Dialog Box Word also gives you the option of stetting indent using the paragraph dialog box. 1. Click Format, Paragraph to open the paragraph dialog box. Then click the Indents and Spacing tab. 2. In the indentation area, adjust the left and the right indentation settings. In the spacing area adjust the spaces between paragraphs and line with in the same paragraph. 3. Click OK, and word applies the new settings to any selected paragraph or new text.

Setting Text Justification Justification, sometimes called alignment, refers to the manner in which the left and right ends of lines of text are aligned.

To align text ™ Select the paragraph you want to align

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™ On the formatting toolbar, click the button for the alignment you. (Align Left, Center, Align right or Justify)

3.2.3 Numbered or Bulleted List Numbered and bulleted lists are useful formatting tools for setting off lists of information in a document. Use bulleted lists for items that consist of related information that does not have to be listed in any particular order. Use numbered lists for items that must fall in pacific order.

Creating a Numbered or Bulleted List You can create a list from existing text or create the list as you type. To create a numbered or bulleted list from existing text, follow these steps: 1. Select the paragraphs you want in the list. 2. Select Format, Bullets and Numbering to open the bullets and Numbering dialog box. 3. Depending on the type of list you want, click the Bulleted tab or the Numbered tab. 4. Click the bullet or number style you want. 5. Click OK.

To create a numbered or bulleted list as you type, follow these steps: 1. Move the insertion point to the location for the list, and then press Enter, if necessary, to start a new paragraph. 2. Select Format, Bullets and Numbering to open the Bullets and numbering dialog box. 3. Depending on the type of list you want, click the Bulleted tab or the Numbered tab. 4. Click the bullet or number style you want. 5. Click OK. 6. Type the list elements, pressing Enter at the end of each paragraph. Word automatically places a bullet or number in format of each new paragraph. 7. At the end of the last paragraph, press Enter twice.

Using Multilevel Lists A multilevel list contains two or more levels of bullets or numbering within a single list. For example, a numbered list could contain a lettered list under each numbered item, or each level could be numbered separately, as in an outline. Here’s how to create a multilevel list: 1. Select Format, Bullets and Numbering to open the bullets and numbering dialog box. 2. Click the outline numbered tab to display the multilevel options. 3. Click the list style you want. Avoid the ones that say, “Heading I” in gray; these options apply specific styles to different levels in the list, which you do not want to do. 4. Click OK. 5. Start typing the list, pressing Enter after each item. 6. (Optional) after pressing Enter, pres Tab to demote the new item one level, or press Shift + tab to promote the item. If you don’t do either, the next item will be at the same level as the previous item.

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7. After typing the last item and pressing Enter, click the numbering button on the formatting toolbar to end the list. Note: - To remove bullets or numbers from a list but keep the text and convert it to normal paragraphs, select the paragraphs from which you want the bullets numbering removed and click the Bullets or Numbering button.

Applying Borders Word’s Border command lets you improve the appearance of your documents displaying borders around selected text. You can apply a border to selected text or to individual paragraphs. To put a border around text, select the text. For a paragraph, place the cursor anywhere in the paragraph. The quickest way to apply a border is to use the Border button on the formatting toolbar. Click the Border drop-down arrow to view palette available border settings, and then click the desired border diagram. Click the No Borders diagram to remove borders. If you need more control over the appearance of your borders, you must use the borders and shading dialog box. To open this dialog box, click Format, Borders and Shading and then click the Borders tab if necessary. The steps for creating a border are as follows: 1. Select the general appearance of the borders you want by clicking the corresponding icon in the setting area. 2. In the Style list, select the desired line style, color, and width. 3. In the Preview area, click the buttons or click directly on the page diagram to add or remove borders from the four sides of the text. 4. If you selected text before opening the dialog box, use the Apply To list to specify whether the border is to be displayed around the selected text or the current paragraph. 5. Click OK, and word puts your setting into effect. You can also place borders around entire pages in your document. To do so, click Page Border tab of the borders and shading dialog box. This tab looks and operates just as the borders tab does in terms of specifying the border’s appearance. The one difference is specifying where the border will be applied, which is done with the option in the Apply To list. You have four choices: ™ Whole document ™ This section ™ This section- First Page Only ™ This section –All Except First Page

Applying shading You can use shading to display a background color under text (such as black text on light gray background). You can apply shading to selected text or to individual paragraphs. Shading can be made up of a fill color, a pattern color, or a combination of both. Here’s how to apply shading: 1. Select the text to be shaded, or position the cursor anywhere in the paragraph to shade and entire paragraph. 2. Click Format, Borders and Shading to open the Borders a Shading dialog box. If necessary, click the Shading tab.

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To use a fill color, select it from the palette in the fill area of the dialog box. To use only a pattern color, click the none button. 3. To use a pattern color, select its style and color from the lists in the patterns section of the dialog box. To use only a fill color, select the Clear style. You can view the appearance of the selected settings in the Preview area of the dialog box. 4. If you selected text before opening the dialog box, use the Apply to list to specify whether the fill should apply to selected text or the current paragraph. 5. Click OK.

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Chapter 4 Adding Graphics to Your Document 4.1 Adding a Graphic picture A graphic image is a picture that is stored on disk in a graphics file. Word can utilize graphics files created by a variety of applications, (E.g. PC Paintbrush). Additionally, your word installation includes a library of clip art images that you can use in your documents.

Adding Clip Art Clip art is a special category of pictures that consists of generally small, simple images that you use to add visual appeal and interest to your documents. Word comes with and extensive gallery of clip art that you can use freely.

To Add A Clip Art Image To A Document: 1. Move the cursor to the document location where you want the image. 2. Select Insert, Picture, Clip Art to open the Microsoft Clip Gallery dialog box. 3. In the list on the left, select the desired category of images. Or, select. (All categories) to view all clip art images. 4. Scroll through the image until you find the image you want. Then click it to select. 5. Click Insert to add the image to your document.

To add a graphic image (Other than Word Clip art) to a word document, 1. Move the insertion point to the location for the graphic. 2. Select Insert, Picture, Clip File. The Insert picture dialog box appears 3. If necessary, click the Look in drop-down arrow to specify the folder where the graphic file is located. 4. The large box in the center of the dialog box normally lists all graphics files in the specified folder. To have the list restricted to certain types of graphics files, click the Files of Type drop-down arrow and select the desired file type from the list. 5. Type the name of the file to insert in the File Name text box, or select the filename from the list. 6. To preview the picture in the preview box, click the Preview button. 7. Click OK, and word inserts the graphic into your document.

4.2 Deleting, Moving, and Copying Graphics To delete a graphic, select it and press Delete. To move or copy a graphic to a new location. 1. Select the graphic. 2. To Copy the graphic, press Ctrl + C, or select Edit, Copy, or click the Copy button on the Standard toolbar. To move the graphic, press Ctrl + X, or select Edit, Cut, or click the Cut button on the standard toolbar. 3. Move the cursor to the new location for the graphic.

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4. Press Ctrl + V, or select Edit, Past, or click the Paste button on the standard toolbar.

4.3 Drawing in your Document In addition to adding existing paragraph to a document, word lets you create your drawings. The drawing tools that are available let you create even the complete non-artist creates simple drawings. The drawings. To draw, you must display the drawing toolbar. Select View Toolbars and Drawing. The process of drawing consists of the following general actions: ™ Adding drawing objects to the document. The available objects include lines, arrows, shapes, and text. Most of Word’s drawing objects are called Auto shape ™ Moving drawing objects to new locations and changing their size and proportion ™ Modifying drawing objects. For example, you might change the thickness of a line, the color of drawing, or the type of arrowhead on an arrow. The drawing toolbar displays buttons for the most commonly needed drawing object lines, arrows, 3-D shapes, and so on. (You access the less common drawing objects menus or dialog boxes associated with the drawing toolbar). The following list explains the most frequently used drawing procedure. ™ To draw an object, click its button on the Drawing toolbar, or click the Auto shapes button and select the shape from the list. Then draw in the document to insert the object. Hold down shift while drawing to draw an object with a 1:1 aspect ration (for example, to draw a square or circle instead of a rectangle or ellipse). ™ To select an object you have already drawn, click it. The object will display small rectangles called resizing handles. Hold down shift and click to select more than one object. Press Delete to delete the selected object (s). ™ To move a selected object, point at it (but not at a handle) and drag to the new location. ™ To change a selected object’s size or shape, point at one of its resizing handles are drag to the desired size/shape. ™ To change the color of an object’s line, click the Line Color button on the Drawing toolbar and select the desired color. ™ To change the interior color of a solid object, click the Fill Color button and select the desired color. ™ To change the thickness or style of the lines used for an object, select the object and click the Line Style or Dash Style button. ™ To add a text label, click the Text Box button, drag in the document to add the text box, and then type the text. Click outside the text box when you’re done. Word’s drawing capability goes much further than what is described here. You should experiment on your own to discover their full capabilities.

4.4 To Insert Word Art You can fit into a variety of shapes, create unusual alignments and so on. To create a special text effect using word art 1. Select Insert, Picture, Word art 2. Select the format you want 3. Type your text, select font name, size and style. 4. Click OK. Note: - To format word art right-click on it and select Format Word Art. To further customize the WordArt use the Word art toolbar Page 16 of 32-

4.5 Inserting symbol It’s a command to insert symbols in-between the texts that are not available on the keyboard. 1. Position the insertion point where the symbol is to be inserted. 2. Select Insert, symbol 3. Select the font from which the correct symbol is available 4. Select the symbol 5. Click Insert 6. Click close.

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Chapter 5 Page Formatting 5.1 Adding page Numbers Many documents-particularly long ones-require that the pages be numbered. To add page numbers to your documents. 1. Select Insert, Page Numbers. 2. Click the position drop-down arrow and select he desired position on the page: Top of Page (Header) or Bottom of Page (Footer). 3. Click the Alignment drop-down arrow and select Left, Center, or Right. You can also select inside or outside if you are printing two sided pages and want the page numbers positioned near to (inside) or away from (outside) the binding. 4. The default number format consists of Arabic numerals (1,2,3 and so on). To select a different format (such as i, ii, iii), click format and select the desired format. Click Ok

5.2 Header and footer: A header or footer is text that prints at the top (header) or bottom (footer) of every page of a document. Header and footer can show the page number, they are also useful for displaying chapter titles, author’s and similar information. Word offers several header/footer options, including the following: ™ The same header/footer on every page of the document. ™ One header/footer on the first page of the document and a different header/footer on all other pages. ™ One header/footer on odd-numbered pages and different header/footer on even-numbered pages. ™ If you document is divided into sections, you can have a different header/footer for each section.

Adding or Editing a Header or Footer 1. If your document is divided into sections, move the cursor to any location in the section where you want the header or footer placed. 2. Select View, header and footer. Word switches to page layout view and displays the current page’s header enclosed by non-printing dashed line. Regular document text is dimmed, and the header and footer toolbar is displayed. 3. On the toolbar, click the switch between Header/footer button to switch between the current page’s header and footer as needed. 4. Enter the header or footer text and formatting using the normal word editing techniques. Use the Alignment buttons on the formatting toolbar to control the placement of items on the header/footer. 5. Use the other toolbar buttons to customize your header/footer. 6. When you finish, click the close button on the Header and Footer toolbar to return to the document. Note: - to delete the contents of Header or Footer, select all the text in the header footer and press delete. Page 18 of 32-

To create different headers and footers for different pages Word’s default is to display the same header/footer on all the pages in a section or document. One way to have different headers/footers in different parts of the document to break the document into two or more sections. ™ One header/footer on the first page with different header and footer on all other pages. ™ One header/footer on odd-numbered pages with another header/footer on even-numbered pages. To activate one or both of these options: 1. Select View, Header and Footer 2. Click the Page Setup button on the Header and Footer toolbar. Word displays the layout tab of the page setup dialog box. 3. Select the different Odd and Even check box and/or the Different First Page box. 4. Click OK to close the page setup dialog box.

5.3 Footnote & Endnote Footnotes and endnotes explain, comment on, or provide references for text in a document. You can include both footnotes for detailed comments and endnotes in the same document-for example; you might use footnotes for detailed comments and endnotes for citation of sources. Footnotes appear at the end of each page in a document. Endnotes typically appear at the end of a document. To insert a footnote or an endnote 1. Click where you want to insert the note reference mark. 2. Select Insert, reference ,footnote 3. Click Footnote or Endnote 4. select the location you want from the drop down list, 5. Select the number format , click insert 6. Type the note in the footnote pane, and then click in the document to continue typing.

5.4. Insert Manual page Breaks When text reaches the bottom margin of a page, word automatically starts a new page and continues the text that comes before it, so when you delete a section break, text in the breaks to start a new page at any desired location. 1. Click Insert, Break to open the break dialog box. 2. Select Page Break. 3. Click OK. A page break appears in the document as a single horizontal line. Like section break markers, page break markers do not appear in page layout view or in printouts. To delete a page break, move the cursor the line containing the break and press delete. Note: - You can enter a page break by pressing Ctrl + Enter

5.5 Create a table of contents The easiest way to create a table of contents is to use the built-in outline-level formats or heading styles. If you are already using outline-level formats or built-in heading styles, follow these steps: 1. Click where you want to insert the table of contents. Page 19 of 32-

2. 3. 4. 5.

On the Insert menu, point to Reference, and click Index and Tables. Click the Table of Contents tab. To use one of the available designs, click a design in the Formats box. Select any other table of contents options you want.

5.6 Create a cross-reference A cross-reference refers to an item that appears in another location in a document— for example,You can create cross-references to headings, footnotes, bookmarks, captions, and numbered paragraphs You can create a cross-reference only to an item that is in the same document as the cross-reference. To cross-reference an item in another document, you need to first combine the documents into a master document (master document: A "container" for a set of separate files (or subdocuments). You can use a master document to set up and manage a multipart document, such as a book with several chapters.). The item you crossreference, such as a heading or bookmark, must already exist. For example, you must insert a bookmark before you cross-reference it. 1. In the document, type the introductory text that begins the cross-reference. For example, type for more information, see 2. On the Insert menu, point to Reference, and then click Cross-reference. 3. In the Reference type box, click the type of item you want to refer to— for example, a heading. 4. In the Insert reference to box, click the information you want inserted in the document— for example, the heading text. 5. In the For which box, click the specific item you want to refer to— for example, the heading for Chapter 6. 6. To allow users to jump to the referenced item, select the Insert as hyperlink check box. 7. If the Include above/below check box is available, you can select this check box to include information about the relative position of the referenced item. 8. Click Insert.

5.7 Creating Captions A caption is a numbered label, such as "Figure 1," that you can add to a table, figure, equation, or other item. Create a new caption label 1. On the Insert menu, point to Reference, and then click Caption. 2. Click New Label. 3. In the Label box, type the label you want.

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Chapter 6 Proofing Document 6.1 Checking Spelling & Grammar of Documents It is important to spell check the document before it is printed. Word has an in-built dictionary that helps to check each word for spelling and also it has grammar rules to check the sentences you type. 1. Select Tools, Spelling and Grammar, or press F7, or click the Spelling & Grammar button on the standard toolbar. The spelling & Grammar dialog box appears. Make sure the check Grammar check box is selected. 2. Click Change to accept suggestion. 3. Click Ignore to skip suggestion. 4. Repeat as needed. When the entire document has been checked, word displays a message to that effect. As you type the document, word uses wavy red underlines to indicate possible spelling errors and wavy green underlines to indicate possible grammatical errors. To correct an error, right-click a word with a wavy underline, an then click the correction you want on the shortcut menu. To Turn Automatic Spell/Grammar Checking On Or Off: 1. Select Tools, Options to open the Options dialog box. 2. If necessary, click the Spelling and Grammar tab. 3. Select or deselect the Check Spelling as You Type and the Check Grammar as You Type check boxes. 4. click OK

6.2 Using the Thesaurus Thesaurus provides you with synonyms and antonyms for words in your document. Using the thesaurus can help you avoid repletion in your writing (and improve you vocabulary). Synonyms and Antonyms are words with the same and opposite meanings respectively, to the given word. To use the Thesaurus 1. Place the insertion point on the word of interest in your document. 2. Select Tools, Language, and Thesaurus or press Shift + F7. The thesaurus dialog box opens. The Looked Up list box displays the word of interests. The Meanings list box lists alternative meanings for the word. If antonyms are available, an antonym option appears in the meaning list box. When you click on antonyms option, the list of synonyms will be replaced by the list of antonyms. 3. To replace the selected word, select the desired synonym or antonym and click on Replace. 4. Click on Close.

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Chapter 7 Tables A table let’s you organize information in a row and column format. The intersection of rows and columns is called Cell. You can have almost any number of rows and columns in a table. A table cell can contain text, graphics and just about every thing that word documents can contain. The one exception is that a table can’t contain another table.

7.1 Creating a Table To insert a new empty table at any location with in your document 1. Move the cursor to the document location where you want the table. 2. Select Table, Insert, Table. 3. In the Number of Columns and Number of Rows text box, click the arrows or enter the umber of rows and columns the table should have. 4. Click on AutoFormat button, to select a particular style of table from the list. 5. In the Column Width text, select the desired width for each column (in inches). Select Auto in this box to have the page width evenly divided among the specified number of columns. 6. Click OK. Word creates a blank table with the cursor in the first cell. Note: - you can also use the Draw Table command from the Table menu.

7.2 To move around in a Table To Move to the next cell in a row

Move to the previous cell Move to the preceding or next row Move to the first cell in the row Move to the last cell in the row Move to the first cell in the column Move to the last cell in the column Start a new paragraph Add a new row at the bottom of the table Add text before tables at the beginning

Press tab (if the insertion point is in the last Cell of a table, pressing Tab adds a new Row.) shift + Tab UP ARROW or DOWN ARROW Alt + Home Alt + End Alt + Page Up Alt + Page Down, Enter TAB at the end of the last row ENTER at the beginning of the first of a document cell

7.3 Editing and Formatting a Table After you create a table and enter some information, you can edit its contents and format its appearance to suit your needs. The following sections explain common editing formatting tasks you might want to perform Selecting items in a table To Do this Select a cell click the left edge of the cell. Select a row click to the left of the row. Select a column click the column’s top gridline or border Page 22 of 32-

Select multiple cells, rows, or columns

Drag across the cell, row, or column; or Select a single cell, row, or column, and then hold down SHIFT while you click another cell, row, or column. Select text in the next cell press TAB. Select text in the previous cell press SHIFT +TAB. Select the entire table Click the table, and then press ALT +5 on the numeric keypad. NUM LOCK must be Off. Note: -you can also select rows, columns, or the entire table by clicking in the table and then using the select commands on the Table menu, or by using keyboard shortcuts.

Deleting Cells, Rows and Columns You can clear individual cells in a table, erasing their contents and leaving the cell blank. To clear the content of a cell, simply select the cell and press Delete. To completely remove a row or column from the table: 1. Move the cursor to any cell in the row or column to be deleted. 2. Select Table, Delete Cells. 3. Select Delete Entire Row or Delete Entire Column. 4. Click OK, and word delete the row or column.

Inserting Cells, Rows and Columns To insert a new column or row 1. Move the cursor to a cell to the right or where you want the new column or below where you want the new row. 2. Select Table Insert Columns to insert a new blank column to the left of the selected column. Select Table, Insert Rows to insert a new blank row about the selected row.

7.4 Merging and Splitting Cells To merge cells select the cell to be merged and then select Table, Merge Cells. To split the cells, select the cells to be split and then select Table, Split Cells. Specify the number of columns and rows and click OK

7.5 Changing column width and row height You can quickly change the width of a column with the mouse. ™ Point at the right border of the column whose width you want changed. The mouse pointer changes to a pair of thin vertical lines with arrowheads pointing left and right. Drag the column border to the desired width. You can also use a dialog box to change column widths. 1. Move the cursor to any cell in the column you want changed. 2. Select Table, Cell Height and Width. The cell height and width dialog box appears. If necessary, click the Column tab to display the column options. 3. In the Width of Column text boxes, enter the desired column width, or click the up and down arrows to change the setting. Note that the label identifies which column you are working on by number. To automatically a adjust the column width to fit the widest cell entry, click the AutoFit button.

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4. Change the value in the Space between Columns text box to modify spacing between columns. Changing this setting increases or decreases the amount of space between the text in each cell and the cell’s left and right borders. 5. Click Next Column or Previous Column to change the settings for other columns in the table. 6. Click OK. The table changes to reflect the new column settings.

7.6 Table Borders Word’s default is to place a single, thin border around each cell in a table. However, you can modify the border or remove them altogether.

To add a border to a table: 1. Select the table cells whose borders you want to modify. 2. Select Format, Borders and shading to display the borders and shading dialog box. Click the Borders tab if necessary. 3. Select the desired border settings, using the previous box to see how your settings will appear. 4. Click OK. In a table with no borders, you can display non-printing gridlines on-screen to make it easier to work with the table. Select Table, show Gridlines to display gridlines. When you finish working with the table, select Table, Hide Gridlines to turn them off.

7.7 Performing Calculations in a Table To perform calculation in a table 1. Click the cell in which you want the result appears. 2. Select Table, Formula. 3. If word proposes a formula that you do not want to use, delete it from the formula box. 4. In the Paste Function box, click a function. For instance, to add numbers, click SUM. To reference the contents of a table cells A1 and B4, the formula would read =SUM (a1, b4) 5. In the Number format box, enter a format for the numbers. For example, display the numbers as a decimal percentage, click 0.00%. Note: - Word inserts the result of the calculation as a field in the cell you selected. If change the referenced cells, you can update the calculation by selecting the field and then pressing F9.

7.8 Convert text to a table or vice versa 7.8.1 Convert text to a table When you convert text to a table, you separate text with a comma, tab, or other separator character to indicate where a new column should begin. Use a paragraph mark to begin a new row.

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1. Indicate where you want to divide text into columns by inserting the separator characters you want. For example, in a list with two words on a line, insert a comma or a tab after the first word to create a two-column table. 2. Select the text you want to convert. 3. On the Table menu, point to Convert, and then click Text to Table. 4. Under Separate text at, click the option for the separator character you want.

7.8.2 Convert text to a table 1. Select the rows or table that you want to convert to paragraphs. 2. On the Table menu, point to Convert, and then click Table to Text. 3. Under Separate text with, click the option for the separator character you want to use in place of the column boundaries. Rows are separated with paragraph marks.

Chapter 8 News Paper Style Columns 8.1 Creating Columns Columns are commonly used in newsletters, brochures, and similar documents. The shorter lines of text provided by columns are easier to read, and they provide greater flexibility in formatting a document with graphics, tables and so on. Word has four predefined column layouts. ™ Two equal width columns ™ Three equal width columns ™ Two unequal width columns with a wider column on the left. ™ Two unequal width columns with the wider column on the right. You can apply any of these column formats to an entire document, to one section of a document, to a selected text, or from the insertion point onward. 1. If you want only a part of the document in columns, select the text you want in columns, or move the insertion point to the location where you want columns to begin. Word will insert section breaks before and/or after the text as appropriate. 2. Select Format, Columns to open the columns dialog box 3. Under presets, click the column format you want. 4. Click the Apply To drop-down arrow and specify the extent to which the columns should apply. The following options are available: ™ Whole Document: - This is available only if the document has not been broken into sections. ™ This section: - Available only if you have broken the document into section. Page 25 of 32-

™ This point forward: - Word will insert a section break at the current cursor location and apply the new column setting to the latter of the two sections. 5. Select the Line Between check box to display a vertical line between columns (like in a newspaper). 6. Click OK. Note: - 1. You can also create document with columns more than three. To do so click in the number of columns text box and write the number of columns or use the up and down arrows to specify the number of columns. 2. To display selected text, the current section, or the entire document in one to four equal width columns, click the columns button on the standard toolbar and then drag over the desired number of columns.

8.2 Modifying Columns You can modify existing columns; change the number of columns; change column widths; and change the spacing between columns. 1. Put the cursor to the columns you want modified. 2. Select Format, columns to open the columns dialog box will reflect the current settings for the column you selected. 3. To apply different predefined column format; click the desired format in dialog box. 4. To change the width or spacing of a specific column, enter the desired width and spacing values in the column width and spacing text boxes. The preview box shows you what the settings will look like. 5. When you are satisfied with what you saw in the preview area, click OK. To Insert Column Break 1. Position the insertion point where you want to start the new column. 2. Do one of the following: ™ From the insert menu, choose Break, Column break, and choose ok. ™ Press CTRL + SHIFT + INTER

8.3 Drop Cap You can create or remove large initial, or dropped, capital letters at the beginning paragraph or in the margin next to a paragraph. This special style is seen attractive applied in many magazines. To create Large Initial, or Dropped, Capital Letters 1. Click the paragraph that you wan to begin with an initial, or dropped, capital letter. The paragraph must contain text. 2. Click Format, Drop cap. 3. Click Dropped or In margin. 4. Select any other options you want. 5. Click OK. To Remove Large Initial, Or Dropped, Capital Letters 1. Click the paragraph that contains an initial, or dropped, capital letter. 2. Click Format, Drop Cap. 3. Click None 4. Click OK.

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Chapter 9 Working with Mail Merge 9.1 Creating Form Letters The mail merge feature enables you to take information from two documents, a Main Document and Data Source, and combine them into a group of single documents. Mail merge can automate time-consuming tasks such as creating form letters, labels, memos, and reports. The Main Document contains the text, punctuation, spaces, graphics and other information you want it to be the same in every form letter that you create. The Data Source stores information to be brought into the main document. You can think of the data source file as a “Name- and-Address list” from which the program gets what you want to include in the Main Document. Not only names and addresses, but also sentences and whole paragraphs, or any text or data you expect to use repeatedly can be stored in the data source. The form letter is the output file that will be created after you merge the data source with the main document. When you merge the main document with the data source, word replaces the Merge Fields (special instructions that tell word where to print the variable information from the data source) with the appropriate information from the data source.

9.1.1 Creating the Main Document To Create Main Document 1. To use an existing letter as a Main Document, open the letter. To create a new letter, click on New button from the standard toolbar. 2. Select Tools, Mail Merge. Click Create, Form Letters, Active Window. The active document becomes the mailmerge main document.

9.1.2 Creating the Data Source Once the main document is created, you need to create the data source to supply the information to be merging Helper to create a data source. A data source can also be created by using a table. To Create Data Source by Using the Mail Merge Helper: 1. On the Tools menu, point to Letters and Mailings, and then click Mail Merge. 2. Under Select document type, click Letters. 3. Click Next: Starting document 4. Under Select recipients, click Use an existing list 5. Click Browse 6. In the Select Data Source dialog box, locate and click the data source you want. By default, Microsoft Word opens the My Data Sources folder. Page 27 of 32-

7. Click Open. Depending on the type of data source you select, other dialog boxes may appear asking you to provide specific information. For example, if your data source is a Microsoft Excel workbook that has information on multiple worksheets, you need to select the worksheet containing the information you want, and then click OK.

9.1.3 Create and print envelopes for a mass mailing 1. On the Tools menu, point to Letters and Mailings, and then click Mail Merge. 2. Under Select document type, click Envelopes. The active document becomes the main document. 3. Click Next: Starting document.

Chapter 10 Working with webpage 10.1 Saving word document as a Web page 1. On the File menu, click New. 2. In the New Document task pane, click from existing document. 3. Select the document that you want to base your Web page on, and then click Create New. Note The existing document does not need to be a Web page. To create the new Web page, click Save as Web Page on the File menu.

Creating web Form 10.2 Create a Web form 1. 2. 3. 4. 5.

On the File menu, click New. Under New in the New Document task pane, click Web Page. On the View menu, point to Toolbars, and then click Web Tools. Click where you want to insert the form controls. On the Web Tools toolbar, click the control you want to use. The form control appears on your Web page.

6. Click the form control, and on the Web Tools toolbar, click Properties 7. Set the properties for the control by using either the Alphabetic tab or the Categorized tab.

.

To set a property, click the cell to the right of the property, and then type or select an option, such as True or False.

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8. Repeat steps 4 through 7 until you've added all the form controls you want. Note: To enable users to submit the form after filling it in, you need to include a Submit control or a Submit with Image control. 9. Add or modify any content. 10. When you are finished inserting form controls, click Exit Design Mode on the Web Tools toolbar. 11. Publish the form to your Web server. Because Web forms require additional support files and server support, it is recommended that you work with your network or Web administrator. Note: When you insert a form control, Word inserts a Top of Form boundary above the control and a Bottom of Form boundary below the control. The boundaries appear only when you design the form. They do not appear when you view the page in a Web browser. To complete the form, you insert other controls within those boundaries. You can place more than one form on the same Web page.

Chapter 11 Printing document You can print the active document by clicking Print on the Standard toolbar.

11.1 Print preview Print preview is a view of a document as it will appear when you print it. To print preview •

Click Print Preview on the Standard toolbar.

To exit and return to the previous view of the document, click Close.

11.2 Print all or part of a single document 11.2.1 Print a range of pages 1. On the File menu, click Print. 2. Under Page range, specify the portion of the document you want to print. If you click Pages, you must also enter the page numbers or page ranges you want to include, or both.

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Note: You can also select the portion of the document you want to print. Click Print on the File menu, and then click Selection.

11.2.2 Print only odd or even pages 1. On the File menu, click Print. 2. In the Print box, click either Odd pages or Even pages.

11.2.3 Print specific pages and sections You can print specific pages, one or more sections, or a range of pages in more than one section. 1. On the File menu, click Print. 2. Under Page range, click Pages. 3. In the Pages box, type instructions to print one of the following:

11.2.4 Noncontiguous pages Type the page numbers with commas between them. Type the range of pages with a hyphen between the starting and ending numbers in the range. For example, to print pages 2, 4, 5, 6, and 8, type 2,4-6,8

11.2.5 A range of pages within a section Type p page number s section number. For example, to print pages 5 through 7 in section 3, type p5s3-p7s3

11.2.6 An entire section Type s section number. For example, type s3

11.2.6 Noncontiguous sections Type the section numbers with commas between them. For example, type s3,s5

11.2.7 A range of pages across sections Type a range of page numbers and the sections that contain them with a hyphen between the starting and ending numbers in the range. For example, type p2s2-p3s5

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11.3 Print a document in a different format 11.3.1 Print a draft When you print a document in draft quality, Microsoft Word does not print formatting or most graphics, which may make the document, print faster. Some printers don't support this option. 1. On the Tools menu, click Options, and then click the Print tab. 2. Under Printing options, select the Draft output check box.

11.3.2 Print in reverse order Microsoft Word can print a document in reverse order, beginning with the last page. Don't select this option if you're printing an envelope. 1. On the Tools menu, click Options, and then click the Print tab. 2. Under Printing options, select the Reverse print order check box.

11.3.3 Print multiple pages on one sheet of paper To better see the layout of a multiple-page document, you can print multiple pages on one sheet of paper. To do this, Microsoft Word shrinks the pages to the appropriate sizes and groups them on the sheet. 1. On the File menu, click Print. 2. Under Zoom, click the option you want in the Pages per sheet box. For example, to print a four-page document on one sheet, click 4 pages.

11.3.4 Print to a file Printing a document to a file instead of to your printer saves the document in a format that a different printer can use. For example, if you want to have your document printed by a commercial printing service that uses higher-resolution printers, you can print the document to a file, and then take that file to the commercial printer. Note: When you print to a file, you must first determine which printer— for example, a PostScript printer will ultimately print the file. 1. 2. 3. 4.

On the File menu, click Print. In the Name box, click the printer you'll use to print the file. Select the Print to file check box, and then click OK. In the File name box in the Print to file dialog box, type a file name.

When you print to a file, Microsoft Word preserves information such as line and page breaks and font spacing.

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11.4 Print multiple copies or more than one document 11.4.1 Print more than one copy at a time 1. On the File menu, click Print. 2. In the Number of copies box, enter the number of copies you want to print. Note: To print a complete copy of the document before the first page of the next copy is printed, select the Collate check box. If you prefer to print all copies of the first page and then print all copies of subsequent pages, clear the check box.

11.4.2 Print several documents at once 1. 2. 3. 4.

Click Open on the Standard toolbar. Open the folder that contains the documents you want to print. Select the documents you want to print. Click Tools, and then click Print.

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