UNIT 8 : MICROSOFT WORD PART II

UNIT STRUCTURE
8.1 8.2 8.3 8.4 8.5 8.6 8.7 8.8 8.9 Learning Objectives Introduction Spelling and Grammar Checker Undo and Redo Header and Footer The Tab Key Page Setup Printing Documents Inserting Picture

8.10 Working with Tables 8.10.1 Inserting a Table 8.10.2 Deleting a Table 8.10.3 Traversing aTable 8.10.4 Selecting a Table, Rows, Column 8.10.5 Inserting Rows and Columns 8.10.6 Deleting Rows and Columns 8.10.7 Merging of Cells 8.10.8 Splitting of Cells 8.11 Creating Multiple Columns 8.12 Let Us Sum Up 8.13 Further Readings 8.14 Answers to Check Your Progress 8.15 Model Questions

8.1

LEARNING OBJECTIVES
After going through this unit, you will be able to: learn how to check spellings and grammars of your document use undo and redo option insert header, footer and page number to your document learn to setup page margin, paper size and layout of the pages of your document prepare your document for printing insert pictures to make your document more attactive

create table in MS-Word document and enter text into it delete a table format a table by adding rows and columns remove rows and columns from a table merge and split cells according to your requirements create multiple columns of your document

8.2

INTRODUCTION
In the previous unit (Unit 7) we have discussed the basics of MS-Word. Our

discussion includes how to create a new Word document, how to open an existing document, exiting Word etc. Learners have also been acquainted with bulleted and numbered list in a Word document; formatting text as well as paragraphs and about copy, cut paste option. In this unit we will learn about some other features of MS-Word which include checking of spelling and grammars, inserting header and footer, page number, pictures, undo and redu options etc. We will also learn to insert tables into our document so that we can represent some data in tabular format. We will be able to add/delete rows and columns into/from a table which is already exists. We will also be able to learn to merge and split cells of a table according to our requirements .

8.3

SPELLING AND GRAMMAR CHECKER

MS-Word provides spelling and grammar checking facility so that we can identify or

rectify our spelling mistakes as well as grammar. AutoCorrect option : The AutoCorrect feature of MS-Word automatically corrects many commonly misspelled words and wrong punctuation marks which are predefined. To view the list of words that can be corrected automatically, from the menu bar, we have to select AutoCorrect option from the Tools menu. The AutoCorrect dialog box will be displayed as shown in Fig. 8.1. Many options that include the additional capitalization of the first two letters of a word and capitalization of the first word of the sentence can be corrected automatically.

Fig. 8.1 : AutoCorrect dialog box Spelling and Grammar Check : Word checks spelling and grammar as we type. Spelling errors are displayed with a red wavy line under the word. The red wavy line also appears under a word when there is no Dictionary meaning of that word. Grammar errors display with a green wavy line under the error. There are three different methods to spell check our entire document. These are listed below: by pressing F7 key by clicking the spelling icon from the Standard toolbar

by choosing Spelling and Grammar option from the Tools menu. The Spelling and Grammar dialog box will appear as shown in Fig.8.2.

Fig. 8.2 : Spelling and Grammer dialog box If we want to check the spellings of a part of a document, we have to select the area first. After that we can follow any one of the above three steps.

8.4

UNDO AND REDO

We can undo the last action by clicking the Undo button on the Standard toolbar or

by selecting Edit >Undo Typing option from the Menu bar. To remove the Undo action, click the Repeat Typing button on the Standard toolbar or select Edit > Repeat Typing.

Fig. 8.3 : Undo and Redo option of Edit Menu

8.5

HEADER AND FOOTER

Another useful feature of MS-Word is Header and Footer. A header is a text that

appears at the top of each page of our document. A footer appears at the bottom of our pages.Using this feature, one can create a standard piece of text and/or an image at the top or end of each page of their document(s). The most common use of header and footer is to display page numbers and reference titles. We can add header and footer by choosing the Header and Footer option from the View menu Fig. 8.4. As soon as we select the option, two dashed line box (one at the top and one at the bottom of the text area) will appear as shown in Fig.8.5 . We can write any reference title as well as page number within these dashed line boxes.

Fig. 8.4 : Header and Footer option of View menu

Fig. 8.5 : The dashed box for Header

Inserting Page Number : For inserting page number, we can choose Page Numbers option from the Insert menu. The following dialog box (Fig.8.6) will appear on the document. We can put page number either in the header or in the footer section. Page number can be aligned in any one of the direction: left, right, center, inside and outside.

Fig. 8.6 : The Page Numbers dialog box If we want to insert a clip art graphic in the first page header, we can choose Clip Art from the Picture option of the Insert menu. After that we have to : Organize clips from the right panel. The Clip Organizer will pop out. choose the Collection list from the left panel choose a clip art of your choice from any folder of the Collection list copy and paste the clip art or drag it on to the header. The chosen graphic would be displayed.

8.6

THE TAB KEY

The default Tab setting for Microsoft Word is .5 inches. When we press the Tab key,

the cursor moves 1/2 inch across the page and an arrow appears on the screen. The arrow is a nonprinting character, when we print our document the arrow does not print. One can notice how the cursor moves across the page by pressing the Tab key a few times. To change the default Tab setting, we have to : choose Tabs from the Format menu. The Tabs dialog box opens. enter 1" in the Default Tab Stops field. click OK. press the Tab key a few times. We can notice how the cursor moves across the page. The cursor stops at every inch.

We can also set up Custom Tab Stops. To set our Tab Stops to 1", 3.5", and 5", we have to : choose Tabs from the Format menu. The Tabs dialog box will appear. enter 1" in the Tab Stop Position field. click Set. enter 3.5 in the Tab Stop Position field. click Set. enter 5 in the Tab Stop Position field. click OK. press the Tab key a few times. Note how the cursor moves across the page.

8.7

PAGE SETUP
The page margins of the MS-Word document can be set and changed using the

Rulers on the page and the Page setup window. To set the Ruler, we have to: move the mouse over the region where the Write ruler changes to gray, click with the mouse and the margin indicator to the desired location when the cursor becomes a double-ended arrow, release the mouse when the margin is set. Page Margins and Orientation : The margins can also be set or changed using the Page Setup dialog box as shown in Fig.8.7. For this, we have to: select Page Setup option from the File menu and specify the Margin tab in the dialog box, enter margin values in the Top, Bottom, Left and Right boxes. The Preview window will reflect the changes. click on OK when specified. We can change the Page Orientation within the Page Setup dialog box. For this, we have to change the page orientation from Portrait or Landscape by checking the corresponding radio button.

Fig. 8.7 : Page Setup dialog box showing Margins tab Paper Size : To set the paper size, we have to : click the Paper tab of Page Setup dialog box (Fig. 8.8). select the appropriate paper size from the drop-down menu of Paper size box click on OK to save the changes made.

Fig. 8.8 : Page Setup dialog box showing Paper tab

8.8

PRINTING DOCUMENTS
MS-Word allows us to take printout of our document. We should first setup our print

properties and layouts before printing the documents. Before taking the print we should be sure that our computer is connected with printer. For taking a printout, we have to: select Print Preview to check whether the layout of our document is appropriate or not. Otherwise, select Print from File menu of the Menu bar. A Print dialog box will appear. set all the parameters like number of copies, take print from current page or we can specify page number too. finally click on Print button.

CHECK YOUR PROGRESS

Q.1. Fill in the blanks : (i) The________ feature of MS-Word automatically corrects many commonly misspelled words and punctuation marks which are predefined. (ii) The default tab setting for Microsoft Word is ______. (iii) Red wavy line under a word indicates that the _______ of the word is wrong. or there is no Dictionary meaning of that word. (iv) Grammar errors display with a ______ wavy line under the error. Q.2. Write T for True and F for False : (i) Page number cannot be inserted in the header part of a document. (ii) If the spelling of a word is incorrect, then by right clicking on the word, we will get the probable correct options for the particular word. (iii) We can change the size of a picture which is inserted in a Word document with the help of a mouse. (iv) The page margins of a MS-Word document can be setup using the Rulers on the page.

8.9

INSERTING PICTURE
We can add a picture from the Clip-Art gallery or we can put a picture from the

drives. Word facilitates us to design our document through enabling this feature. For inserting pictures, we have to: click where we want add our picture.

click Insert from the Menu bar. select Picture. select Clip Art or From File. select picture and click Insert. select an appropriate picture from gallery or drives. click on the OK button.

8.10 WORKING WITH TABLES

We can create tables in MS-Word document to display our text in tabular format. We can create multiple tables in one document. As per our need we can add numbers of rows and columns in the table.

8.10.1 Inserting Table

To insert a table in MS-Word document, we have to : click where we want to insert the table click on the Table menu from the Menu bar. select Insert select Table (Fig.8.9). The Insert Table dialog box will appear on the screen as shown in Fig.8.10. enter number of rows and columns according to our need click on the OK button.

Fig. 8.9 : Tables option of Table menu

Fig. 8.10 : Insert Table dialog box showing table size of 2 rows and 5 columns A table will be inserted in the current position of the cursor. If we click the AutoFormat button, a Table AutoFormat dialog box will be displayed as shown in the Fig.8.11. We have to select any of the formats from the Table styles list box. We can also set the other options in the dialog box according to our need and then have to click OK button to close the dialog box. After that we have to click the OK button of the Insert Table dialog box. We also can set this table format as default format for the new tables by clicking the Default in the Default table styles dialog box and click the OK button. Alternate Method : Creating a Table by Using the Insert Table Icon : We can also create a table by clicking on the Insert Table icon on the Standard toolbar. For this, we have to: click the Insert Table icon as shown below.

highlight the number of rows and columns we need. The maximum table size we can create by this method is a four-row by five-column table.

Press Enter (or click) to create the table.

8.10.2 Deleting a Table

To delete a table, we can click any of the cells of the table and then select the Delete > Table command from the Table menu as shown in Fig.8.12.

Fig. 8.12 : Delete Table option from Table menu

8.10.3 Traversing a Table

Each block in a table is termed as a cell. One of the easier ways to enter data in a tables cell is to click the cell and type. We can also use the Tab key to move from cell to cell from left to right. If we use Shift +Tab key together, then it will move cell to cell in the reverse direction i.e., from right to left. The keyboard shortcuts to move the cursor in a table are given below : Keyboard shortcut Tab Shift+Tab Alt+PageUp Alt+PageDown Alt+Home Alt+End Location in the table from the current position of the cursor The next cell The preceding cell The columns top cell The columns bottom cell The current rows first cell The current rows last cell

8.10.4 Selecting a Table, Column, Row, and Cell

A table in MS-Word document can be selected by clicking at any of the cells of the table and then selecting the Select > Table option from the Table menu. A row in a table can be selected by clicking at any of the cells in the row and then by selecting the Select > Row option from the Table menu. The same methods can be applied for selecting a column. We can select a column by clicking at any of the cells in the column and then by selecting the Select > Column command from the Table menu. A cell in a table can be selected by clicking at the cell of the table and then by selecting the Select >Cell option from the Table menu. Alternatively, a table, its cells, rows and columns can also be seleted with the help of mouse.

8.10.5 Inserting Rows and Columns

We can insert columns and rows in a table which is already created. A row in a table can be inserted by clicking a cell in the row above or below which the new row is to be inserted. By selecting the Rows Above or Row Below option from the Table menu, we can insert a row above or below the selected row.

Fig: 8.13 : Insert option for Rows and Columns in the Table menu Similarly, to insert a column in the table, we have to click at a cell of the column after or before which the new column is to be inserted. Now, by selecting the Columns to the Left or Columns to the Right option from the Table menu (Fig.8.13), we can insert a column to the left or right of the selected column.

8.10.6 Deleting ROWS and Columns

Similar procedures can be applied for deleting rows and columns from a table. To delete a column from the table, we have to click at a cell of the column, which is to be deleted. Now by selecting the Table > Delete > Columns option (Fig.8.14) from the Table menu, the entire column can be deleted.

Fig. 8.14 : Table menu showing Delete option We can delete a row in a table by clicking at a cell of the row, which is to be deleted and then by selecting the Table > Delete > Rows option from the Table menu.

8.10.7 Merging of Cells

In MS-Word, we have the facility to merge cells in a table. Merging of cells means combining two or more cells into one single cell. For example, let us consider the following table for better understanding of merging of cells. Subject Rahul Preeti Physics 65 78 Chemistry 76 76 Maths Total Marks 81 80 222 224

If we want to write a table heading above the row containg subjects name, then it will look better if we merge the all five cells of first row into a single cell. The structure of

the table will be as followes after merging all the 5 cells of first row. We have written the heading Marks of Class Test 1 in the first row. Marks of Class Test 1 Subject Rahul Preeti Physics 65 78 Chemistry 76 76 Maths Total Marks 81 80 222 224

Merging of cells can be done by : selecting the cells to be merged clicking the Merge Cells option from the Table menu.

Fig. 8.15 : Table menu showing Merge Cells option Alternatively, we can right click on the selected position. As a result, a drop-down menu appears on the screen as shown in Fig.8.16. By selecting Merge Cells option, we can merge the cells of the table.

Fig. 8.16 : Drop-down menu showing Merge Cells option

8.10.8 Splitting of Cells

There is a Split Cells options in MS-Word table which provides us the facility to split cells i.e., turn one cell into more than one cell. Let us consider the previous example. Let us consider the following table :

Suppose, we want to split the lower left corner cell of the above table. To split a cell, we have to: place the cursor inside the cell by clicking the left mouse button. click Split Cells option from the Table menu (Fig.8.17).

Fig. 8.17 : Table menu showing Split Cells... option A window will be displayed as shown in Fig. 8.18. In the window, we have to specify the number of rows and number of columns the cell will contain after splitting. After that we have to click the OK button.

Fig. 8.18 : Window showing options for number of rows and columns If we set the number of columns as 2 and the number of rows as 1, then the structure of the table will look like:

Alternatively, we can split cells by right clicking the selected cell and then choosing Split Cells option.

8.11 CREATING MULTIPLE COLUMNS

MS-Word provides us the facility to create newspaper-style columns-such as those that appear in newsletters and brochures to format our text with multiple columns. We can assign multiple columns to the entire documnet or to only a selected part of our document. When we want to set multiple columns, we have to: select the text we want to convert to multiple columns. select Columns option from the Format menu.The Columns dialog box will appear as shown in Fig.8.19.

Fig. 8.19 : Columns dialog box to set up multiple columns In the Preset area, click the column format we want and then enter the number of columns we want to produce. In the Width and Spacing area, adjust the column width and spacing between columns or accept Words default. Gener ally, the default measurements work well. As we adjust the columns, Word updates the Preview area to give us an idea of the final result.

If we want a line between the columns, select the option Line between. When we click OK button, Word formats our selected text into multiple columns. Figure 8.20 shows a document with three columns and a single column at the top of the title area. Generally, we should type our documents text before breaking into multiple columns.

Fig. 8.20 : Text document in Newpaper format showing 3 columns Multiple columns option can be used when we want our text to flow from the bottom of one column to the top of another.

CHECK YOUR PROGRESS Q.3. Multiple Choice : (i) The keyboard shortcut for Undo operation is (a) Ctrl+U (c) Alt +U (b) Shift+Z (d) Ctrl+Z

(ii) The maximum table size which can be created by the Insert Table option of toolbar is (a) 35 table (c) 45 table Q.4. Write T for True and F for False : (b) 44 table (d) 54 table

(i) A table can also be drawn with the Tables and Borders option of the Standard toolbars (ii) We cannot insert a chart in MS-Word document. (iii) We can apply cut and paste feature in case of table also. (iv) Contents within a table cell cannot be aligned. (v) We can select a table by clicking the plus sign which appears at the upper right corner of the table while we move the mouse over the table. Q.5.What is the difference between a table and a document formatted with multiple columns? ............................................................................................ ............................................................................................ ............................................................................................ ............................................................................................

8.12 LET US SUM UP

Word checks our spelling and grammar as we type. Spelling errors display with a red wavy line under the word. Grammatical errors are displayed with a green wavy line under the error. We can quickly reverse most commands we execute by using Undo command Using the Redo command, we can go to the previous state after the use of Undo command. Header is a special text that appears at the top of the page, which is often used for repeating the title of a document from a page to another page. Page number and pictures can also be entered as header in a document. Footer is often used for the same purpose but at the bottom of a document. The default tab setting for Microsoft Word is .5 inches. The margin of a MS-Word document can be changed with the Page SetUp option. Print Preview enables us to view either a full readable page or an unreadable view of page depending on screen size. MS- Word provides us the facility to add pictures and graphics into our document to make the document more attarctive. A table in a MS-word document can be created with the Insert > Table option from the Table menu. While creating a table, we have to specify the size of the table (i.e. the Number of Rows and Number of Columns of the table)

To delete a table, click any of the cells of the table and then choose the Delete > Table option from the Table menu. Each block in a table is called a cell. After creating a table, additional rows and columns can be inserted at any position in the table. The size of a table can be reduced by deleting row(s) or column(s) from the table. In a table, the cells can be merged. In a table, a particular cell can be split to form new cells. Multiple columns work well for newsletters and brochures to keep readers attention.

8.13 FURTHER READINGS

"Introduction to Information Technology", by Sanjay Saxena, Vikash Publishing, New Delhi. "SAMS teach yourself Microsoft Office 2003 in 24 Hours" by Greg Prerry, Pearson Education. "MS Office XP for Everyone", by Sanjay Saxena, Vikash Publishing, New Delhi.

8.14 ANSWERS TO CHECK YOUR PROGRESS

Ans. to Q. No. 1 : (i) AutoCorrect, (ii) half inches, (iii) Spelling, (iv) green Ans. to Q. No. 2 : (i) F, (ii) T, (iii) T, (iv) T Ans. to Q. No. 3 : (i) (d) Ctrl+Z, (ii) (c) 45 table Ans. to Q. No. 4 : (i) T, (ii) F, (iii) T, (iv) F, (v) T Ans. to Q. No. 5 : Both tables and multicolumn documents have multiple columns. The

multicolumn document, however, is useful when we want to create a newspaper-style documnet with flowing columns of text and graphics. Tables have both columns as well as rows, making cells at each row and column intersection for specific data. A multicolumn document might contain a table in one of its columns. We can use tables when we want side-by-side columns of related information. Multiple columns option can be used when we want our text to frow from the bottom of one column to the top of another.

8.15 MODEL QUESTIONS

Q.1. What is the use of the Tab key? How can the Tab key can be set? Q.2. How can you turn off the automatic spell check? Q.3. What is Undo and Redo command? Q.4. What is the use of header and footer in a word document? How can header and footer be inserted in a document? Q.5. How can page number be displayed in header and footer in a document? (a) Create a header and footer in a word document. The text PC Software should be included in the header part and the page number should be included in the footer part. The page number should be right aligned. (b) Change the margin of the document as: Top 1.20", Bottom 0.80", Left 1.20" and Right 2.55". Q.6. Describe the steps to create a new table? Q.7. How a new row can be inserted in a table? Q.8. How a new column can be inserted in a table? Q.9. How two or more cells can be merged to form a new cell in a table? Q.10 How a cell can be split to more than one cell in a table? Q.11. Create a table as shown below: (a) Delete the 2nd row from the table (b) Delete the 3rd column from the table. Q.12. Write down the steps to color all cells of a table. Q.13. Write down the steps to insert an image whcih is saved in the in computer desktop.