MS WORD

Overview

Word for Windows is one of the most powerful word processing programs for Windows.
You can use the program to create a variety of documents such as: Letters, Reports, Term
Papers, Proposals, Press Releases, Memos, Manuscripts, Legal Documents, Outlines,
Resumes.

Advantages

1) Correct Errors – with just a click of a mouse button

2) Move around quickly – also by using the mouse
3) Make editing changes – easy editing with a click of the button from the screen
4) Rearrange the text – by using the edit menu
5) Restore deleted text – this is done using the undo
6) Check spelling – Word has a check spell option
7) Search for test and replace text – do this with the Find and Replace tool
8) Make formatting changes – you may choose from the format menu
9) Change how text appears – with a lot of fonts and sizes to choose from
10) Preview a document – you can view the entire document or choose a page to view
11) Copy and reuse a document – do this by using the Copy or Save As button

The Toolbar

The toolbar contains buttons that you select with the mouse to perform common tasks.
If you position the mouse pointer on a toolbar button (without clicking) Word displays a tool tip
next to the mouse pointer, with a description of the button’s function. Clicking a toolbar button
is quicker and more convenient than entering the entire command sequence.

Creating a New Document

 Entering Text

When starting Word, you see a blank area that contains only two items:

o Blinking Vertical Line. Marks the insertion point, the location where text you type
appears in the document and where certain editing actions occurs.
o Horizontal Line. The end-of-document marker

Since your new document is empty, these two markers are at the same location. To
enter text, simply type it by using the keyboard. As you type, the text enters and the
insertion point moves to the right.

If the line reaches the right edge of the screen, then Word automatically moves to
the start of the next line; this is word wrapping. Press Enter only when you want to start
a new paragraph.

 Moving Around the Screen

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 Moving the insertion Point around the Screen

To Move Perform This Action

 With the mouse

Up or down one line Click the up or down arrow on the vertical scroll bar
Up or down one screen Click the vertical scroll bar between the box and the up or
down arrow
Up or down any amount Drag the scroll bar box up or down
To any visible location Click the location

To Move Perform This Action

 With the keyboard

Left or right one character  or 
Up or down one line  or 
Left or right one word Ctrl  or Ctrl 
Up or down one paragraph Ctrl  or Ctrl 
Start or end of line Home or End
Up or down one screen Page Up or Page Down
Top or bottom of current screen Ctrl Page Up or Ctrl Page Down
Start or end of the document Ctrl Home or Ctrl End

 Selecting Text

Method of Selecting Text

 Character – point at the start of the text and drag the highlight over the
text; or move the cursor before the character, hold the
Shift
key and press the right-arrow key.
 Word – Double-click the word; or click before the word, and then
drag to select the word; or move the cursor before the
word, hold the Shift Ctrl keys and press the right- arrow
key

 Group of words – click before the first word (while holding the mouse
button),
and then drag to select the following words; or move the
cursor before the first word, hold the Shift Ctrl keys and
press the right-arrow key for each word you want to select

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  Entire Line – click on the left margin inline with line of text you want to
Select
 Sentence – hold the Ctrl key and click anywhere on the sentence
 Paragraph – triple-click anywhere on the paragraph; or double-click on
the left margin in line with the paragraph you want to
select
 Large Block of Text – click before the first word, hold the Shift key, and then
click
after the last text you want to select; or click before the
first word, double-click the EXT (extend) button on the
status bar, and then click after the last text you want to
select)
 Entire Document – press Ctrl A; or triple-click on the left margin; or use the
Edit+Select All command
 Vertical Block of Text – hold the Alt key and then drag to select the block of text

 Deleting Text

 To delete the character to the right of the insertion point, press Del
 To delete the character to the left of the insertion point, press Backspace
 To delete a block of text, select the text and then press Del or Backspace.

Saving and Opening Documents

SAVING DOCUMENTS

 Saving a Document for the First Time

When you create a new document in Word for Windows, it is stored

temporarily your computer’s memory. The document is only “remembered” until
you quit the program or the computer is turned off.

To save a document permanently so you can retrieve it later, you must

save it to a disk. This is done with the File Save command, or by selecting the
Save button on the toolbar.

1) When you save a document for the first time, you must assign it another
name. When you select File Save for an unnamed document (or File
Save As for any document) Word displays the Save As dialog box.
2) In the File Name text box, enter the name you want to assign to the
document file. If you want to save the document in a different folder, pull
down the Save in list to select a different folder. Then select Save.

 Saving a Named Document

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 Once you have assigned a name to a document, the File Save
command saves the current document version under its assigned name; no
dialog boxes appear. You can also click the Save button on the Standard
Toolbar.

 Changing a Document Name

You may want to keep the old version of a document under the original
name and a revised version under a new name. To change a document name,
select File Save As. The Save As dialog box appears showing the current
document name in the File name text box Then take the following steps:

1) Change the file name to the desired new name.

2) (Optional) Select a different folder in the Save in list to save the
document in a different folder.
3) Select OK. Word saves the document under the new name.

 Using Save As Web Page

 To save a document as a Web Page:

 On the File menu, click Save As. Or, click File then click save as Web Page.
 If you clicked the Save As on the File menu, click the Save as type box then
select Web Page. The Change Title button will appear above the File name box.
 Click the Change Title button. The Set Page Title dialog box will appear. Type
the Web page title in the Page title textbox and then click OK.
 Click save. Word displays a Web page.

 Creating Hyperlinks

 Use the Insert menu, and click Hyperlink.

 Click the Insert Hyperlink button on the Standard toolbar.
 Right-click the selected text and click Hyperlink on the shortcut menu.
 Press CTRL K.
 On the Insert Hyperlink dialog box, select the type of link you want, type or
select where you want to go to, type the text you want to display, specify the
screen tip, click OK, and then click OK.

RETRIEVING DOCUMENTS

 Retrieving a Word for Windows Document

You can retrieve any document created with Word for Windows for
further editing, printing, and other functions. To do so, select File Open or click
the Open button on the Standard Toolbar.

The file list shows all of the Word documents and folders in the current
folder. The Look in box shows the name of the current folder. Here are the
actions you can take:

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 o To open a file, click its name in the list or type its name in the File name
box. Then press Enter or click the Open button.
o To preview the contents of a file, click the file name, then click the
Preview button.
o To move up one folder, click the Up One Level button.
o To move down one level to a different folder, double-click the folder
name in the file list.
o To move to another folder, open the Look in list and select the desired
folder.

 Finding a File

If you cannot remember the full name or location of the file that you want
to retrieve, use the Find command in the Open dialog box to find it by name,
contents, and/or summary information. When you select the Find Now button,
Word for Windows searches for files that meet the criteria you specify in the
boxes at the bottom of the Open dialog box:

1) Enter a partial file name in the File name box if you

remember part of the files name. To search, regardless of file name, leave
this box blank.
2) To search for files of a particular type, such as
WordPerfect documents, pull down the Files of type list and select the
desired file type. Select All Files from this list to search regardless of file
type.
3) To find files that contain specified text in the document or
summary information, enter the text in the Text or
4) To find files based on when they were last modified, pull
down the Last modified list and select the desired criterion.
5) Click the Find Now button to start the search. The names
of matching files, if any, will be displayed in the file list.

PRINTING YOUR DOCUMENT

 Quick Printing

1) Select File Print, or press Ctrl P. The Print dialog box appears.
2) Select OK. The document will print.

 Printing Part of a Document

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 You can print a single page of a document or a range of pages. This can be
useful for checking the results of your editing changes when you’ve only modified part
of the document.

1) If you’re printing a single page, position the insertion point anywhere on the page
that you want to print.
2) Select File Print or Ctrl P. The Print dialog box appears.
3) Under Page range, select Current page to print the page where you have placed
the insertion point. Select Pages to print a range of pages. Then, enter the
beginning and ending page numbers in the box separated by a dash (for example,
2-8).
4) Select OK. The selected page or pages will print. To print non-continuous pages,
enter the page numbers separated by commas (for example, 1,4,13).

There are some options in the Print dialog box that you may find useful:
1) To print information from the document other than its text, such as its
Summary Information, pull down the Print what list and select.
2) To print just the odd or even numbered pages, pull down the Print list and
select.
3) To print more than one copy, enter the desired number of copies, or click the
up and down arrow, in the number of copies box.
4) To print pages in reverse order (last to first), which will produce collated
output on printers with face-up output, click the Options to display button
and, in the dialog box that is displayed, turn on the Reverse Print Order
option.

 Setting Up the Page

By default, Word for Windows formats output for 8 ½ x 11-inch paper in

portrait orientation. You can modify these settings if needed. To change the print
orientation and the paper size:
1) Select File Page Setup. The Page Setup dialog box appears.
2) Click the Paper Size tab.
3) Open the Paper Size drop-down box, which lists several common papers sizes.
4) Select the desired paper size.
5) If you select Custom Size from the list, use the Height and Width boxes to
specify the actual paper size.
6) Under Orientation, select Portrait or Landscape.
7) Select OK. The new settings will be in effect for your document the next time
you print.

 Previewing the Print Job

You can view a screen display that previews exactly what your document will
look like when printed. To do this:

1) Select File Print Preview. The current page appears in preview mode.
2) Press PgUp or PgDn, or use the scroll bar to view other pages.
3) Click the Multiple Pages button; then drag over the page icons to preview more
than one page at once. Click the One Page button to preview a single page.

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 4) Pull down the Zoom Control list and select a magnification to preview the
document at different magnifications.
5) Click the Print button to print the document.
6) Click Close or press Esc to end Print Preview display.

CLOSING WORD FOR WINDOWS

When you finish using Word for Windows, quit the program by doing one of the following:

 Press Alt F4 on the keyboard.

 Click the Close button (the button with the X) at the right of the title bar.
 Select the Exit command from File menu on the Menu bar.

FORMATTING CHARACTERS

This refers to the attributes that apply to individual characters in a document. Font, Font
style, Size, underlining, italic, and boldface are examples of character formatting. A character
format can apply to anything from a single letter to the entire document.

Select and Change Font and Font Size

 Use the Format menu, and click Font. On the Font tab, select the Font and Font size, and
click OK.
 Select the font on the Font drop-down button on the Formatting toolbar.
 Select the size on the Font size drop-down button on the Formatting toolbar; or, type the
size and press ENTER.

Changing the Font Color

 Use the Format menu, and click Font. On the Font tab, select the Font color, and click OK.
 Select the font color on the Font Color palette Formatting or Drawing toolbar.

Applying Font Formats

 Use the Format menu, and click Font. On the Font tab, select the Font style, and click OK.
 Click the B Bold, I Italic, U Underline button on the Formatting toolbar.
 Press CTRL B (Bold), press CTRL I (Italic).
 Press CTRL U (Underline); or press CTRL SHIFT W (Underline text not spaces); or
CTRL SHIFT D (Double-underline text).
 Use the Format Font command, Font tab, to select a line style and color, and click OK.

Applying Advanced Character Effects

 Use the Format menu, and click Font. On the Font tab, select the Character Effect
(Superscript, Subscript, Strikethrough, Small Caps, Outline, etc.) and click OK.
 Press CTRL SHIFT += (Superscript); or CTRL+= (Subscript); or CTRL SHIFT K (Small
Caps).

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Highlighting Text

 Click the Highlight button the Formatting toolbar.

 Select a color on the color palette to change the highlight color.
 Select None on the color palette to remove highlighting.
 Use the Tools menu, and click Options, on the View tab, Highlight checkbox, to hide all
highlighting.

Using Undo and Redo Commands

To Undo

 Use the Edit menu, and click Undo.

 Click the Undo button the Standard toolbar.
 Press CTRL Z.

To Redo

 Use the Edit menu, and click Redo.

 Click the Redo button on the Standard toolbar.
 Press CTRL Y.

Copying Formats Using the Format Painter

 Select the text that has the formatting, click the Format Painter button on the Standard
toolbar, highlight the text you want to format.
 Select the text that has the formatting, double-click the Format Painter button on the
Standard toolbar, to apply format to different location in the document.
 Press ESC or click again the Format Painter button to turn it off.

Applying Borders and Shading

 Use the Format menu, and click Borders and Shading.

 Apply Borders – on the Borders tab, select a border style, click Custom and click
the desired edge buttons, select a line style, specify the color and width, select
where to apply the border, change the options if you want to, and click OK.
 Apply Shading – on the Shading tab, select a pattern, select where to apply the
shading, and click OK.
 Select the edge on the Border button in the Formatting toolbar.
 Select the color on the Shading button on the Tables and Border toolbar

Using the Spelling and Grammar Feature

 Use the Tools menu, and click Spelling and Grammar.

 Click the Spelling and Grammar button the Standard toolbar.
 Press F7.
 Right-click the misspelled text/grammatical error and click Spelling/Grammar.
 Perform the necessary action (Ignore, Add, Change, or AutoCorrect).

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Finding and Replacing Text

To Find

 Use the Edit menu, and click Find.

 Click the Select Browse Object button on the vertical scrollbar, and then click the
Find button on the pop-up menu.
 Press CTRL F.

To Replace

 Use the Edit menu, and click Replace.

 Click the Select Browse Object button on the vertical scrollbar, and then click the
Find button on the pop-up menu, and then click the Replace tab.
 Press CTRL H.
 Type the text you want to find and the text you want to replace with: and perform
the necessary action (Find Next, Replace, Replace All).
 Click on the More button to specify more text attributes and additional criteria for
the search text.

Inserting Date and Time

 Use the Insert menu, and click Date and Time. Select a date and time format and click
OK. If you activate the Update automatically checkbox, the date and time will be
inserted as a field and not as plain text.
 You can automatically insert a date field by using ALT SHIFT D and a time field by using
ALT SHIFT T. The format of the date and time field is based on the Control Panel’s
Regional Settings.

Inserting Symbols

 Use the insert menu, and click Symbol. Select the symbol you want to insert and
click Insert. Close the Symbol dialog box after inserting.

Creating and Applying Frequently Used Text with AutoCorrect

 Use the Tools menu, and click AutoCorrect Options.

 To add an entry – type the letter combination, type the full text, click Add, and then
click OK.
 To delete an entry – type the letter combination, select the entry, click Delete, and
click OK.

Using the Thesaurus Feature

 On the Tools menu, point to Language, and then click Thesaurus.

 Right-click a word, point to Synonyms, and click Thesaurus.
 Press SHIFT F7.

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WORKING WITH PARAGRAPHS

Aligning Text in Paragraphs

 Use the Format menu, and click Paragraph. On the Indents and Spacing tab, select the
alignment you want and then click OK.
 Click the Align Left, Center, Align Right, Justify button on the Formatting toolbar.
 Press CTRL L(align left), CTRL E(center), CTRL R(align right), or CTRL J(justify).

Increasing and Decreasing Indents

 Click the Increase Indent or the Decrease Indent button on the Formatting toolbar.
 Press CTRL M(increase indent) or CTRL SHIFT M(decrease indent)
 Press CTRL T to quickly create a hanging indent.

Setting Character, Line, and Paragraph Spacing Options

Character Spacing

 Use the Format menu, and click Font, Character Spacing tab; or right-click the selected
text and click Font.
 Select whether to expand or condense the selected text, specify the space in points,
and click OK.

Line and Paragraph Spacing

 Use Format menu, and click Paragraph, Indents and Spacing tab; or right-click the
paragraph and click Paragraph.
 Line Spacing – select the desired line spacing, type the desired number of points,
and click OK.
 Press CTRL 1(single-spaced), CTRL 5(1.5-spaced), CTRL 2(double-spaced).
 Paragraph Spacing – type the desired number of points before and after the
paragraph and click OK.
 Press CTRL 0 to quickly add a single line space above a paragraph.

Using Indention Options

 Use the Format menu, and click Paragraph. On the Indents and Spacing tab, type
the desired left and right indentation. Select First line or Hanging and type the
desired indentation.
 Drag the Left Edge, First line, Hanging, and/or Right Edge markers to the desired
location.

Setting Tabs

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 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, which
moves the cursor to the next tab stop. By default, Word has tab stops at 0.5-inch intervals
across the width of the page. You can modify the location of tab stops and control the way
that text aligns at a tab stop.

Setting Tabs Using the Horizontal Ruler

 Click the tab style button to select the alignment and click on the horizontal
ruler to set a tab stop.

Types of Tab Stops

 Left-aligned - left edge of text aligns at tab stop. Word’s default tab stops
are all left-aligned
 Right-aligned - right edge of text aligns at tab stop
 Center-aligned - text is centered at the tab stop
 Decimal-aligned - decimal point (period) is aligned at tab stop (used for aligning
columns of numbers).

Removing Tabs

 Use the Format menu, and click Tabs. Select the tab stop to be cleared, click
Clear, and click OK. Click Clear All to clear all tab stops.
 Drag a tab stop off the horizontal ruler.

Using Tab Leader Characters

A tab leader character is a character displayed in the blank space to the left of text that
has been positioned using a tab. Typically, periods or hyphens are used for leader
characters to create effects

Setting Tabs with Leaders

 Use the Format menu, and click Tabs. Type the desired tab stop position, select the
alignment, select the tab leader, click Set, and click OK.

Tab Styles

Left Aligned Centered Right Aligned Decimal Tab

Names Headings Numbers $5,375.00

Lists Titles 500 10.75

Tasks Sections Lists It's 10.45

Priorities Invitations July 22, 2005 0.65

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 Tab Leaders

Dots with Table of Contents

Chapter 1...............................................................................................................45
Chapter 2...............................................................................................................56
Appendices............................................................................................................ 108

Dashes with Telephone Numbers

Computer Center-------------------------------------------------------------------- 422-6033

SU VPAA Office---------------------------------------------------------------------- 225-4776
De Popoy, Jack ---------------------------------------------------------------------0918-314-0925
Gonzales, Sabrina------------------------------------------------------------------ 0927-624-0256
Makawingig, Angie------------------------------------------------------------------0910-732-7033

Lines with Forms

First Name_____________________ Last Name___________________________

Address___________________________________________________________
City_____________________ State___________________ Zip_______________

Inserting Page Breaks

 Use the Insert menu, and click Break. On the Break dialog box, click the Page
Break, and click OK.
 Press CTRL ENTER.
 Use the Format menu, and click Paragraph. On the Line and Page Breaks tab, click
the Page break before checkbox, and click OK.

Deleting Page Breaks

 Double-click the Page Break line and press BACKSPACE or DELETE to delete a
hard page break.

CREATING SECTIONS WITH FORMATTING THAT DIFFER FROM OTHER SECTIONS

To Insert Section Breaks

 Use the Insert menu, and click Break. On the Break dialog box, Select the type of
section break and click OK.

To Balance Column Length (Using Column Breaks Appropriately)

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  Insert a Column Break – Position the cursor where you want to insert a column
break. Use the Insert Break command. Click Column break and click OK.
 Balance Column Length – Position the cursor at the end of the text in the rightmost
column. Use the Insert Break command. Click Continuous and click OK. Word
inserts a continuous section break and balances the text equally across the
columns.

To Format a Section

 Use the File menu, and click Page Setup. Specify the settings, select This Section
and click OK.

To Delete Section Breaks

 Click on the Section Break line and press BACKSPACE or DELETE to delete a
section break.

PAGE NUMBERS, HEADERS, AND FOOTERS

Inserting and Modifying Page Numbers

 Use the Insert menu, and click Page Numbers. Select the position, select the
alignment, change the format if you want to, and click OK.
 Use the Insert menu, and click Page numbers; or double-click the page number while in
Print Layout view to modify page numbers.

What are Headers and Footers?

A header or footer is text that prints at the top (header) or bottom (footer) of every page
of a document. A header or footer can show the page number or it can contain chapter
titles, author’s names, or any other information you desire. Word for Windows offers
several header/footer options:

 The same header/footer on every page of the document

 One header/footer on the first page of the document and a different header/tooter
on all other pages
 One header/footer on odd-numbered pages and a different header/footer on even-
numbered pages.

 Adding or Editing a Header or Footer

To add a header or footer to your document, or to edit an existing header or

footer,
follow these steps:

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 1) Select View Header and Footer. Word displays the current page’s header
enclosed b a nonprinting dashed line. Regular document text is dimmed and
the Header and Footer toolbar is displayed. On the toolbar, click the Switch
button to switch between the current page’s header and footer.
2) Enter the header or footer text and formatting using the regular Word editing
techniques.
3) If you want the date, time, or page number inserted, click the appropriate
button on the toolbar.
4) Click the Show Next and Show Previous buttons on the Header and Footer
toolbar to switch between the various sections. As you edit, each header or
footer will be labeled.
5) When finished, click the Close button on the toolbar to return to the
document.

 Creating Different Headers and Footers for Different Pages

1) Select View Header and Footer.

2) Click the Page Setup button on the Header and Footer toolbar. Word
displays the Page Setup dialog box.
3) In the Headers and Footers section of the dialog box, turn on the Different
Odd and Even option and/or the Different First Page option.
4) Select OK to close the Page Setup dialog box.

Adding Bullets and Numbering

 Use the Format menu, and click Bullets and Numbering; or right-click the paragraph
and click Bullets and Numbering on the shortcut menu. Select a bullet style or
numbered style and click OK.
 Click the Bullets button on the Formatting toolbar. The Bullets button uses the default
bulleted list settings. You can also use this button to quickly remove a bullet on the
paragraph.
 Click the Numbering button on the Formatting toolbar. The Numbering button uses the
default numbered list settings. You can also use this button to quickly remove a number
on the paragraph.

Creating an Outline Numbered Style List

Use the Format menu, and click Bullets and Numbering; or right-click the
paragraph and click Bullets and Numbering on the shortcut menu. Select an outline
numbered style and click OK. Highlight the items under an entry and click the Increase
Indent button on the Formatting toolbar to tell Word that the selected item(s) fall under
the preceding entry.

WORKING WITH TABLES

A table lets you organize information in a row and column format. Each entry in a table, called
a cell, is independent of all other entries. You can have almost any number of rows and
columns in a table. You also have a great deal of control over the size and formatting of each

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cell. A table cell can contain text, graphics, and just about anything that a Word document can
contain. The one exception is that a table cannot contain another table.

Creating and Formatting Tables

To Create a Table

 Use the Table menu, point Insert and click table. Specify the number of columns
and rows, select an AutoFit behavior, and click OK.
 Click the Insert Table button on the Standard toolbar. Highlight the desired number
of columns and rows.
 To create a table based on existing text – Highlight the text, and use one of the
following:
Use the Table Insert Table command; or click the Insert Table button on the
Standard toolbar; or click the Insert Table button on the Tables and Borders
toolbar; or use the Table Convert Text to Table command.

 To create a table based on preset style settings – Use one of the following:
Click the AutoFormat button on the Insert Table dialog box, select a preset style,
and click OK; or click within the table and use table AutoFormat command; or
click within the table and click the AutoFormat button on the Tables and Borders
toolbar.

To Draw a Table

 On the Tables and Borders toolbar, click Draw Table button; or click the Tables and
Borders button on the Standard toolbar; or use the Table Draw Table command.
Drag a rectangle to specify the outer boundaries and draw lines within the
rectangle. If needed, select columns or rows and click the Distribute Rows Evenly
or the Distribute Columns Evenly buttons.

To Select Table Elements

TO SELECT DO THIS

A cell.................................................Click the cell’s left edge or triple-click within the

cell.

A Row...............................................Click in the row, on the Table menu, point to

Select, and click Row, or click on the left
margin (selection bar) next to the row.

A Column..........................................Click in the column, on the Table menu, point

to Select, and click Column, or position the

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 mouse pointer along the top-edge of the
column (the mouse pointer changes to a down
arrow) and click.

Multiple Cells, Rows or Columns......Drag across cells, rows, and columns, or click in a
cell, hold the SHIFT key and click where you want
to end the selection.

Next Cell’s Text.................................Press TAB or drag to select the text

Previous Cell’s Text...........................Press SHIFT+TAB or drag to select the text

Entire Table.......................................Click in the table, on the Table menu, point to

Select, and click Table, or hold the ALT key and
double-click the table, or click and drag to select all
rows and columns.

Adding Borders and Shading to Tables

 On the Table and Borders toolbar, make sure that the Draw button is not selected, choose
a line style, select the table element, click the Border button to specify which border should
be formatted. Click the Shading drop-down arrow and select a color on the color palette.
 Use the Format Borders and Shading command. Change the borders and shading
properties and click OK.
 Use the Table, Table Properties command. Click the Borders and Shading button on the
Table Properties dialog box, change the borders and shading properties, click OK, and click
OK.
 Right-click the table, click Table Properties, and then click the Borders and Shading button
on the table Properties dialog box. Change the borders and shading properties, click OK,
and click OK.

Revising Tables

Inserting Rows

 Click in the row where you want to insert a new row. Use the Table Insert command
and select either Rows Above or Rows Below.
 Click in the row where you want to insert a new row. Click the arrow next to the
Insert Table button on the Tables and Borders toolbar and select either Insert Rows
above or Insert Rows below.
 Move the cursor after the last cell (to the right) of the row where you want to insert a
new row and press ENTER.
 Highlight the row where you want to insert a new row, right-click, and select Insert
Rows on the shortcut menu.

Inserting Columns

 Click in the column where you want to insert a new column. Use the Table Insert
command and select either Columns to the Left or Columns to the Right.

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  Click in the column where you want to insert a new column. Click the arrow next to
the Insert Table button on the Tables and Borders toolbar and select either Insert
Columns to the Left or Insert Columns to the Right. Highlight the column where you
want to insert a new column, right-click, and select Insert columns on the shortcut
menu.

Deleting Rows and Columns

 Use the Table menu, and click Delete and select the table element you want to
delete.
 Right-click the selected table element and click Delete Rows or Delete Columns.
 Press CTRL X.
 Click the Cut button in the Standard toolbar.
 Press the Backspace key.
 Press SHIFT DELETE.

Modifying Table Structure

To Merge Cells and Split Cells

 Select the cells you want to merge then click Merge Cells from the Table menu.
 Select the cells you want to split then click Split Cells from the Table menu.

To Change Height and Width

 Move the cursor to the column you want to resize and double-click the right border
of the column
 Use the Table menu, and click Table Properties dialog box. Click on the appropriate
tab to adjust the row, column, and cell sizes, and type the measurement.

Rotating Text in a Table

 On the Tables and Borders toolbar, click the Change Text Direction button; or right-click
the selected text, click Text Direction, and select a Text Direction in the Text Direction
dialog box. On the Tables and Borders toolbar, click the Align drop-down arrow and
select an alignment; or, right-click the selected text, point to Cell Alignment, and select
an alignment.

Mail Merge
- enables you to create multiple letters or envelopes by merging together a list of
names and addresses with letters, envelopes, or address labels
- can also be used for such tasks as filling in administrative forms and creating
invoices from accounting files

To perform a Mail Merge, you need two documents

 A main document that contains the text, which is the same in all of the merged
documents.
 A data source file or address list that contains the information you want to insert into
the merged documents.

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 Mail Merge Definition

Term Description

Main Document A document that contains the information that is the same for each
merged document. The main document contains the filed names
for the variable information
Data Source or Address A document that contains the information, or records, to be
List inserted into the main document during a mail merge
Data Field A field that stores a specific piece of information
Record A record is an entire set of data fields that relate to a single thing
or person
Merge Field A merge field is where you want to insert the information from a
data source into a main document. Merge fields appear with
chevrons (<<>>) around them
Address Block A group of merge fields that make up the address block of a mail
merge document
Greeting Line A group of merge fields that make up the greeting line of a mail
merge document, such as Dear Mr. Gonzales
Header Row Data source information is stored in a table. The first row of the
table is the header row and contains the field names for the data
source

Mail Merge Document Types

Document Type Description

Letters Each record is printed on a separate document

Envelopes Each record is printed on a single envelope
Labels Each record is printed on a single label on a sheet of labels. Use
labels when you want to create mailing labels, name tags, or filing
labels
Directory All the records in the data source are printed on a catalog single
merged document. Any standard text you add to the main
document is repeated for each set of data. Use directories as your
Main Document when you want to create a membership directory,
parts list, or similar document

CREATING AND USING NEWSPAPER COLUMNS

Columns are commonly used in newsletters, brochures, and similar documents. The shorter
lines of text provided b columns are easier to read, and also provide greater flexibility in
formatting a document with graphics, tables, and so on. Word for Windows makes it easy to
use columns in your documents.

To Create Columns

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  Use the Format menu, and click Columns. Select a preset style or specify the number
of columns. Specify column formatting, select where to apply to, and click OK.
 Click the Columns button on the Standard toolbar. Click the number of columns or drag
past the right-edge of the drop-down menu to view more columns and click.

To Revise Column Structure

 Use the Format menu, and click Columns. Select a new preset column style or change the
width and spacing and click OK.

To Remove Column Formatting

 Use the Format menu, and click Columns and click the One preset option and click OK;
or click the Columns button on the Standard toolbar and select the single column
format.

ADDING GRAPHICS TO YOUR DOCUMENT

A graphic image is a picture that is stored in a graphics file. Additionally, your

Word installation includes a small library of clip art images that you can use in your
documents

Inserting Clip Art

1) Click the area where you want to insert a picture or clip art.
2) Click Insert->Picture->Clip Art from the Format menu.
3) Select the picture you want and then click Insert clip.

Drawing Lines

 On the Drawing toolbar, click the line or arrow button then click and drag in the
document to create a line or arrow.
 To change the format of lines and arrows, select the line or arrow and use any of the
following: Line Color button, Line Style button, Dash Style button or Arrow Style button.

Drawing Shapes and 3-D Shapes

 On the Drawing toolbar, click the Rectangle or Oval button then click and drag in the
document to create a rectangle or oval. To create a square or circle, hold the SHIFT key
while dragging.
 To change the format of the shape, select the shape and use the following:
Line Color button, Line Style button, Dash Style button, Fill Color button, Shadow
button, and 3-D button

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Drawing AutoShapes

 On the Drawing toolbar, click the AutoShapes button. Point to an AutoShape

category and select a shape. Click and drag in the document to create the shape

Resizing an Object

 Drag the sizing handle until the object is the size you want. To resize the object in
both vertical and horizontal directions, drag a sizing handle on the corner of the
selection box. To retain the proportions of an object you’re resizing, press and hold
the SHIFT key as you drag one of the diagonal sizing handle.

Moving an Object

 Mouse controlled
Drag the object to the new location. For unfilled objects, you need to drag the
border. You can move an object in a straight line by pressing SHIFT as you drag.
For fine movement, hold down the ALT key while moving the object.

 Keyboard controlled
Click the object and then press the arrow keys to move the object in the direction you
want. This is a handy way when you need to move the object in a straight line. For fine
movement, hold down the CTRL key while pressing one of the arrow keys.

Changing Object Attributes

 Use the Format menu, and click AutoShape. Change the appropriate settings on the
Format AutoShape dialog box.
 Right-click the object. Click Format AutoShape on the shortcut menu. Change the
appropriate settings on the Format AutoShape dialog box.
 Change the format using the Drawing toolbar buttons.

To flip an AutoShape

 Click the Draw button on the Drawing toolbar, point to Rotate or Flip, then select either
Flip Horizontal or Flip Vertical.

 To group, align or distribute objects

Use the Draw button on the Drawing toolbar

Inserting WordArt

 Use the Insert menu, point to Picture, and click WordArt; or click the Insert WordArt
button on the Drawing toolbar.
 Select a WordArt style in the WordArt Gallery dialog box and click OK, type the desired
text, change the settings if desired and click OK.

Editing WordArt text

On the WordArt toolbar, click the Edit Text button. Type the changes to the text, and
then

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 click OK.

Changing the style of a WordArt

On the WordArt toolbar, click the WordArt Gallery button. Select the new style you want
and then click OK.

Formatting a WordArt
On the WordArt toolbar, click the Format WordArt button, make the necessary
adjustments for its properties and then click OK.

Changing the WordArt’s Shape

On the WordArt toolbar, click the WordArt Shape tool. Select the new shape you want
for the WordArt.

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