CHAPTER FIVE

Microsoft Word

Word processors are application programs used for creating, editing, printing and saving
documents. By using a word processor it is possible to prepare reports, announcements, journals,
books, etc.

There are many software packages to do the job of word processing. Some of them work in DOS
environment. Examples are WordStar, Word Perfect and Professional Write. But in these days
working in WINDOWS is becoming more and more popular. So let us consider software for
word processing which works in WINDOWS. Our choice is MS-WORD because it is the most
popular software in these days.

MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than
word processing. In fact when you open up MS OFFICE you will find four main components in
it. They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for
database management) and MS POWERPOINT (for presentation purposes.

How to open Microsoft word?

 Click on Start menu Choose All Programs Choose the Ms- Office (or)  Select
Microsoft Word 2003
                OR
 Click on Start Button Choose Run Then a dialogue box will display.

 Type the text "WinWord" into Run

box.
 Click on OK

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  Then your required program (Word) will open Cursor Movement:

Page Up             One Page UP.

Page Down            Go to Page Down.
Up Arrow              Move One Line Up.
Down Arrow         Move One Line Down

Left Arrow            Move One Character Left.

Right Arrow          Move One Character Right.
End Key               Move End of the Line.
Home Key            Move to Beginning of the line of Document.

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 FILE MENU

New (CTRL +N)

This option is used to create the new document.

1. Click on File menu and choose new option.

2. Then a dialogue box will be display.
3. Select Blank Document.
4. Click on OK button.

OPEN (CTRL+O)
This option is used to open the saving document.

1. Click on File menu

2. Choose Open option.
3. Then a dialogue box will be display.
4. Choose the required drive from Dropdown list
5. Choose required file name
6. Click on Open button.

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Save (Ctrl +S)
Saves the active file with its current file name, Location drive, Create new folder and
format.

1. Click on File menu

2. Choose Save option.
3. A dialogue box will display

4. Type the file name at file name box.

5. Click on save bottom from current
box.

CLOSE
To close the current window or current document.

 Click on File menu and choose Close option.

Exit
To exit from current program.

 Click on File menu and choose Exit option and click.

Save as
Saves the active file with a different file name.

 Open the saving file.

 Click on file menu and choose Save As option.
 Then a dialogue box will display.
 Type the File name at File Name box
 Click on save button.

Page setup
This option is used to Sets margins, (Top, bottom, right, left) Paper source, Paper size, (A4,
Letter, Custom) Page orientation Style, (Portrait &
Landscape) and other layout options for the active file.

 Click on File menu and choose Page Setup option.

 Then a dialogue box will Display.

 Choose the margin from current box. (Left, Right,

Top, Bottom, Gutter)
  Choose the paper size from current box. (A4 Size, Letter Size, Custom Size)
 Choose the Orientation Style. (Portrait & Landscapes)
 Click on OK Option.

Note:If you want to always same setting style, then click on Default button from page setup
box. And click on Yes
Print Preview.

This option is used to see the document in printing styling this option, we can find, how the
document is going to be print exactly.

 After creation the text, Click on the File menu.

 Choose Print Preview option
 Define zoom size, as you want.
 Then click on Close button from Preview box to go back.

Properties
Displays the property sheet for the active tile.

 After creation the document, first save the document in your file name.
 Click on File menu and choose Properties option.
 Then write Title, Subject, Author and comment (Up to 255 characters)
 Click on OK

To see the Properties

 First open your file.

 Click on File menu and choose Properties.
 Then you will see the summary of your file.
 Then click on Close button.

Edit Menu
Undo
This option is used to return to the previous effect.

 Type the text and delete the text.

 Click on Edit menu and choose Undo option.

Redo
To repeat the last action.

 Click on Edit menu and choose Redo option

To cut the selection and puts it on the Clipboard.

 Select the required text.

 Click on Edit menu and choose Cut option

Copy
Copies the selected text or object and puts it on the Clipboard.

 Select the required text or object.

 Click on Edit menu and choose Copy option.

Paste.
This option is used to insert the Clipboard contents at the insertion point.

 Place the cursor pointer at the required area

 Click on Edit menu and choose Paste option.

Paste Special
This is used to paste any object, Image, Text which is copied by another application.

 Click on Edit menu. Select Paste Special

 Choose the any option by which you want to paste.
 Click on ok.

Clear.
Performs a forward delete or removes the selection without putting it on the Clipboard.

 Select the required text.

 Click on Edit menu and choose Clear.

Header and Footer.

Header: The set of characters which appears in every page at the top of the document is
called Header and footer. This contains company’s name, Chapter heading, title etc.

Note: You can insert any types of text, page number, Date and Time, symbol and auto text
as a Header or Footer by using insert menu or Header and Footer toolbar.

After creating document

Click on View menu and choose Header and Footer option

Type the header text in Header box.

Type the header & footer.

Press the Down arrow key from keyboard.(Or)Click on switch between header & footer.

Then type the footer text at Footer box.

 Click on Close.

To remove Header and Footer

Click on view menu and choose Header and Footer option

Delete the header text form current box.

Click on close button from current box.

Full Screen

This option is used to see the document in full screen by hiding all types of toolbars.

 Click on View menu and choose Full Screen option.

Then click on Close full Screen button from Full Screen button.

Zoom

This option is used to see the document in different size. This option only magnifies the
document. We can't change the font size by using this option.

 Click on View menu and choose Zoom option.

Choose the required percentage from current box.

 Click on OK button.
Note:- Actually size is 100%

Insert Menu

Break

Inserts a page break, column break, or section break at the insertion point.

 Type the text.

Click on View menu and choose Normal View option.

Place the cursor at the required line.

Click on Insert menu and choose Break option.

A dialogue box will display 

Click on Page Break radio button.

Click on OK.

To remove break

 Place the cursor pointer at the page break area

Press the Delete key from keyboard. 

Section Break Types.

Keep your cursor Choose the Required Line in the document.

Click on Insert menu

 Click on Break.

Then a dialogue box will display.

Choose the Section break Types “Continuous” option.

Click on ok.

Go to Format menu

Choose the columns option

Choose the anyone presets

Type the number of columns

Click on Line between

Choose the column spacing

 Click on ok. 

Page Number

Inserts page numbers that automatically update when you add or delete pages.

Open the document

Click on Insert Menu.

Click on Page Numbers.

A dialogue box will display.  

Choose Position the (button of the page) footer, or (Top of the page) header from
position box.

Choose the required Right, Left, Center form Alignment box.

If you want to change page number style then click on Format button and choose required
page number style Format page number box

 Click on OK button

Click on OK button 

To remove page Number

Click on View menu and choose Header and footer option.

Delete the Page number from current box.

Click on Close button from current box. 

Date and Time

To insert the Date and time in the current cursor position.

 Place the cursor pointer at the required area.

Click on Insert menu and choose Date and time option.

Choose the current date from Date and dime box.

Click on OK button. 

Table of Contents:

This option is used to create a simple but very usable Table of Contents.

First format the document's heading by using standard heading style given at the left
edge of the formatting toolbar.

Then, place the cursor, where you want to insert table of contents (e.g. initial or final of
the document).

Go to Insert menu.

Click on Index and Table. Then, Index and Table dialog box with different folders will
appear.  

Choose Table of Contents folder (tab).

Choose required style by viewing its sample.

Also, Define required no. Of levels, how many you want to include in Table of Contents.

Also, define required tab leader style like dash, dot etc.

At last, click on ok. 

Word art

From word art we can make different designs, colors, rotate stretch, shadow etc. of
words.

Click on Insert menu and choose Picture option

Select Word Art

Word art option will be display 

Choose the word art style from box

Click on OK button

Type the text at text box.

Click on OK 

File…

Inserts all or part of the file you select, into the active file at the insertion point.

Place the cursor pointer at the required place.

Click on Insert menu and choose file… option

Select the file

Click on Insert button. 

To add Numbering.
Numbering the Text.
This option is used to insert the numbering.
First type the list and select it.
Click on Format menu.
Click on Bulleted & numbering Command.
Click on Numbering.
Then a dialogue box will display.
Click on Number, Choose the Number Style.
Click on ok.
 
Customize
 Click on Format Menu.
Click on Bullets & Numbering
Then a dialogue Box will display.
Select the Bullets “or” Numbering Style
 Click on Customize, then a dialogue box will display.
Choose the Font Size.
Click on Bullet Or Number
                Choose the Symbol font Or Number.
                Click on ok
                Click on ok 
Borders and Shading
This option is used to improve the appearance of the required text by using different
types of Boarder and Shading.
a. Borders
 Select the text Or Document
 Click on Format Menu.
 Click on Borders & shading.
Then a dialogue Box will display.
Choose the borders, option.
Select the setting (Shadow)
Choose the style
 Choose the color.
 Click on ok. 
Mail Merge
This option is used to send the same document to the different person/company at a
time. After completing the process.
           First create a format of letter or invitation etc.
           Click on Tools menu.
           Click on Mail Merge command.
           Then a mail merge helper dialogue box appears.
           From the Main document option, create button.
           Click on from letters.
           Then a massage box appears.
           Click on Active window button.
           Now click on Get data button of Data source option.
           Choose Create data source.
           Now a dialogue box will appears.
           Choose the required field names and add your own new fields.
           Click on Ok button.
           Now a save dialogue box appears.
           Type a file name and click on Save button.
           Then a massage box appears.
           Click on Edit data source.
           Now a data from appears.
           Enter the required data.
           Click on Ok button.
           Now a mail merge toolbar appears on the screen.
           Place your cursor at the required place of document.
           Click on Insert merge field of mail merge toolbar.
           Click the field names one by one.
           Then click on Merge button of Mail merge toolbar.
           Now a dialogue box appears.
           Choose all option.
           Click Merge button. 
To type address in envelopes
           Click on tools menu.
           Click on Envelope tab.
           Command
           Then a dialogue box appears.
           Click on Envelope tab.
           Type the delivery and return.
           Address
           Click on option button.
           Choose any envelope size.
           Click other required options.
           Click on Ok.
           Then a click on Add to document button.
Or,
           Click on print button if you have set the envelope in printer.
 
To create letters using Letter wizard
           Click on Tools menu.
           Click on Letter wizard.
           Command
           Then a wizard box appears .
           Click on Letters format tab.
           Click the data line option, and choose any data format.
           Choose any page design and letter style.
           Click on Recipient's info tab.
           Type the required information.
           Click on Other elements tab.
           Click on Sender info tab.
           Type the required information.
           Click on Ok button.
 
 
Table Menu
To draw table
           Click on Table menu.
           Click on draw table command.
           A dialogue box will display
           Then a toolbar of Table & Borders appears and your mouse pointer will
change into pencil sign.
           Press the mouse button and drag it to draw table.
 
To insert Table  
                  Put the cursor at the required place of document.
                  Click on Table menu.
                  Click on Insert command.
                  Click on Table.
                  Then a dialogue box appears. 
                  Type the required number of rows & Columns.
                  Choose any options from Auto fit behavior.
                  Click on ok.
 
To select row \column\table
Put the cursor at the required cell box.
Click on Table menu.
Click on Select command.
1. Then choose any option.
(Row , Column , Table etc)
 
To insert rows
Select the required rows where you want to insert new rows.
Click on Table menu.
Click on Insert command.
Then click on Rows above or Rows below option.
 
To insert Columns
Select the required columns where you want to insert new columns.
Click on Table menu.
Click on Insert command.
Choose Columns to the left or Columns to the right option.
 
To delete rows\columns \table
 
Select the rows or columns or table which you want to delete.
Click on Table menu.
Click on Delete command.
Then click the required option.
Row\ column\table etc)
 
To merge cell
           Select the required cells you want to merge .
           Click on Table menu.
           Click on Merge command.
 
To spilt cells
           Select the required cells.
           Click on Table menu .
           Click on Spilt cells command.
           Then a dialogue box command.
           Type the required number of rows & columns.
           Click on Ok.
 
To spilt table
           Put the cursor at the required cell from where you want to spilt table .
           Click on Table menu.
           Click on Table command.
 
To Auto Format table
           Select the table.
           Click on Table menu.
           Click on Table Auto Format command.
           Then a dialogue box appears.
           Choose any format.
           Click on Ok.
 
To convert table to table / text to table
                Click on Table menu.
                Click on Convert command.
                Then click on table to text or text to table command a required.
                Select the table or text.
                Now a dialogue box appears.
                Click the required option.
           Click on Ok.
 
To sort table
This option is used to for sorting the list in ascending or descending order.

                Select the table first.

                Click on Table menu.
                Click on Sort command.
                Then a sort dialogue box appears.
                Choose the base key (Columns or S.N. or Particular) from sort by criteria.
                Choose the ascending or Descending as you like.
                Click on ok.
 
Working with multiple documents
Click on Open button of standard toolbar.
Select the multiple filenames using Ctrl key.
Click on Open button.
Then click on Window menu.
Click on Arrange all command.
(To save and close all the opened documents at once, press and hold down Shift key,
Click on File menu and click on save all or close all command as required.
 
To spilt window
This option is used to split (divide) Screen.
Click on Window menu.
Click on Spilt command.
Move your mouse pointer to the required place of document.
Press the mouse button.
[To remove spilt. click Window menu and click on Remove spilt command.]
Short Cut Keys
After Highlight
Ctrl + A = Select All
Ctrl + B = Bold (on/off)
Ctrl + C = Copy
Ctrl + D = Change font size, font style.
Ctrl + E = Alignment Center.
Ctrl + F = Find.
Ctrl + G = Go To.
Ctrl + H = Replace.
Ctrl + I = Italic (on/off)
Ctrl + J = Alignment Justify.
Ctrl + K = Hyperlink.
Ctrl + L = Alignment Left.
Ctrl + M = Tab. (Forward Handing indent)
Ctrl + N = Create a new window or blank document.
Ctrl + O= Open File.
Ctrl + P = Print.
Ctrl + R = Alignment Right.
Ctrl + S = Save the document.
Ctrl + U = Underline
Ctrl + V = Paste.
Ctrl + W = File Close.
Ctrl + X = Cut
Ctrl + Y = Redo
Ctrl + Z = Undo
 
Ctrl + Shift
Ctrl +Shift + D = Double Underline
Ctrl +Shift + P = Font Size
Ctrl +Shift + F = Font Style
Ctrl +Shift + (+) = Superscript (e.g. 1st) on/off
Ctrl + (+) = Subscript (e.g. O2) on/off
Ctrl +Shift + > = Enlarge Font size by two digits.
Ctrl +Shift + < = Reduce font size by two digits.
Ctrl + F = File menu
Ctrl + F4 = Exit from Current program.yyy
Ctrl + [ = Reduce Font size by One digit.
Ctrl + ] = Enlarge Font size by One digit.
Ctrl + 1 = Single space (Line)
Ctrl + 2 = Double space (Line)
Ctrl + 5 = 1½ space (Line)
Shift+F3=change Case
Ctrl+Shift+A=All Caps
Ctrl+Shift+W=Word underline
Ctrl+Shift+D=Double underline
Tables

Tab=Go to next cell

Shift + Tab=Go to previous cell
Alt +Page Up=Go to beginning of column
Alt +Shift+Page Up=Highlight to beginning of column
Alt+Pagedown= Go to end of column
Alt+Shift+Pagedown= Highlight to end of column
Alt+Home=Go to beginning of row
Alt+Shift+Home=Highlight to beginning of row
Alt +End=Go to end of ROW
Alt + Shift+End=Highlight to end of row
Ctrl +Shift +Enter=Column break