Business Computer Application Part – 1

1. Computer basics with hardware introduction

2. Computer Typing
3. Internet Usage & Outlook 2013
4. Microsoft office word 2013

1
 Chapter 1 Computer Basics

What is computer?
A computer is an electronic device that manipulates information, or data. It has the ability
to store, retrieve, and process data. You may already know that you can use a computer to type
documents, send email, play games, and browse the Web. You can also use it to edit or
create spreadsheets, presentations, and even videos.
Computer
A computer has no capacity to think. It will perform task only when the collective efforts of
HARDWARE & SOFTAWRE.

HARDWARE ► the physical part of computer which we can see & touch.

SOFTWARE ► A Set of Instructions Means Programs & A Group Programs means Software.

Basic operations of a computer

Computer is consist of many hardware components like keyboard, mouse, speaker, monitor, CPU,
Hard Disk, Floppy, CD Rom etc. and the functions of all these parts are quite different. If you
observe all physical parts of a computer, you will find some devices are for inputting data, some for
storing data, some are for processing and some for outputting

Input ►Storage ►Processing ► Output

Input Devices of Computer

1 Keyboard 2 Mouse

2
3 Microphone 4 Touch pad

5 Joystick 6 OMR (Optical Mark Reader)

7 OCR (Optical Character Reader) 8 BAR Code

3
9 Digital Camera 10 Scanner

Storing Devices
The data and instructions that are entered into the computer system through input units have to be
stored inside the computer before the actual processing starts. For storing computer uses its memory.
Computer memory is divided into-

►Primary or main memory

►Secondary or backing storage

Primary or main memory

Random Access Memory (RAM)

Random Access Memory is a type of computer

memory is which holds its data as long as the
computer is switched on. When the computer is
switched off, any data held in RAM is lost. RAM
is volatile memory. Data held in RAM can be read
or written to by the CPU in any order. The purpose

4
of random access memory is to hold the computers programs and data while they are being processed.

Read Only Memory (ROM)

Read Only Memory is a type of computer memory that holds its

data permanently. Data held in ROM can be read by the CPU in
any order. ROM is therefore another type of direct access
medium. The contents of ROM are fixed when the computer is
manufactured. In many microcomputer, read only memory is used
to hold part of the operating system program, the bootstrap loader,
which is used to help start up the computer. ROM has an access
time of between 10 and 50 nanoseconds.

Complementary Metal-Oxide Semiconductor (CMOS)

CMOS is an on-board, battery powered semiconductor chip inside computers that stores
information. This information ranges from the system time and date to system hardware settings for
your computer

Secondary Memory
Secondary Memory is used as permanent storage for programs and data in a computer system.
Backing storage is also called Secondary storage or mass storage. The following backing storage
media are included in this unit:
1. Magnetic
2. Optical
3. Magneto-Optical (MO)
4. Digital Audio Tape (DAT)

5
 Magnetic
Hard Disks

A hard disk (commonly known as a HDD (Hard disk drive) or hard

drive (HD) and formerly known as a fixed disk) is a non-volatile
storage device which stores digitally encoded data on rapidly
rotating platters with magnetic surfaces.

Optical
CD-ROM (Compact Disk-Read Only Memory)

A CD-ROM is 120 mm in diameter and 1.2 mm thick. When a CD-ROM is made, the data is molded
into tiny holes called pits on the clear plastic disk. The plastic disk is then coated with a reflective
aluminium layer and then a protective lacquer. The pits are arranged in a spiral starting in the center of
the disk. The data is read from a CD-ROM by focusing a laser beam through the clear plastic on to the
tracks.

CD-R (Compact Disk Recordable)

It is a write once medium. Here after writing data once it

cannot be erased and write further.

6
CD-RW (Compact Disk – Read/ Write)

CD- RW allows a user to record over data or to delete

individual files.

DVD (Digital Video Disk or Digital Versatile Disk)

Like, CD, DVD has many different standards. These include

DVD-Video, DVD-R, and DVD-RAM. DVD-ROM is high
capacity data storage medium. DVD Video is a digital storage
medium for movies. DVD-Audio is an audio only storage
format similar to CD. DVD-R is similar to CD-R RAM is a
rewritable form of DVD. With the same overall size as a
standard CD, DVD disks can provide up to 17 Gigabytes of
storage. The data transfer rate of a DVD is higher than a CD-
ROM.

Pen Drive & Memory Card

Storage Units
Computer uses different units to store data. The equation
between storage units is given below: 4 Bits = 1 Nibble
8 Bits = 1 Byte
1024 Byte = 1 Kilobyte (KB)
1024 KBs = 1 Megabyte (MB)
1024 MBs = 1 Gigabyte (GB)

7
 1024 GBs = 1 Tera Byte (TB)

Processing Units

Central Processing Units (CPU)

The CPU is the brain of computer and consists of three main parts: the control unit the arithmetic
and logic unit (ALU) and the main memory. However, the processor usually refers to a combination
of the control unit, ALU and associated registers.

Central Processing Units (CPU)

Main Memory
Contains data and
Control Unit instructions. Also
Coordinates the whole Arithmetic and logic known as the
operation of the computer. It unit immediate access
fetches instructions from main Performs the arithmetic store or primary
memory, processes them and and the logical
executes the necessary action. operations such as
AND / OR

8
The function of the processor is:
• To control and coordinate the operations for the whole system.
• To manage the main memory.
• To fetch, decode and execute instructions.

Output Devices of Computer

Monitor (Visual Display Unit)

A monitor sometimes called a VDU or computer screen. Monitor is the most common output device
used on computer systems. Monitors in a PC are smaller than a television. In a laptop the screen is
often smaller than the screen on a PC and it is usually a liquid crystal display. Laptop screen are

9
lighter and more compact than the VDVs seen on a desktop computer. Computer screens have
different resolutions. High resolution screen are needed for applications where there are lots of
graphics to

Display. They are often used in Computer Aided Design (CAD).

Printers (laser, ink jet and dot matrix)

Laser printers
Laser printers produce high quality printed documents.
They work at fast speeds (on average about 10 pages per
minute). Laser printers can produce both black and colour
print but colour printers are still more expensive than
black ones. Laser printers use powder to produce the
printed document. This powder is called toner, and is
bought in cartridges which are changed when they are
empty. Toner cartridges are often expensive but they last a
long time. This makes a page printed by a laser printer much cheaper than a page printed by an ink
jet printer.

Ink jet printers ink jet printers are very popular because they are cheap to buy. They also offer
colour printing. They are fairly quiet when printing. But they are slower than most laser printers.
The better ones produce about 4 pages a minute. These printers use liquid ink contained in small
cartridges. The ink cartridges are much cheaper than laser toner cartridges. The cartridges, however,
10
do not last as long. Ink jet printers are used by people who do not print a lot. They are used to print
out photographs at home.

Dot matrix printers

Dot matrix printers print by striking tiny pins against an ink ribbon. One character of text is printed
at a time. This makes them much slower than ink jet printers. They are very noisy because you can
hear the pins hitting the paper. The quality from a dot matrix printer is not very good. To produce
text as good as an ink jet printer you have to print a line twice. Dot matrix printers are ideal when
carbon copies are needed. You will find them in use in factories, offices and garages for printing
invoices and delivery notes where quality is not important. Dot matrix printers have lower running
costs.

Speakers and headphones

Software
Only with hardware a computer cannot do anything on its own. It must be instructed to do a desired
job. Hence it is necessary to specify a sequence of instructions that a computer perform to solve a
problem. Such a sequence of instructions written in a language that can be understood by a computer
is called a computer program with software, a computer can store, retrieve, solve different types of
problems, create friendly environment to work with. In order to make the computer workable there
also has to be sets of instructions which make these different parts of hardware work. These sets of
instructions are called computer programs (software).

Types of software

Computer software is normally classified into two broad categories: Systems Software. And (b)
Application software

System Software also known as a system package is a set of one or more programs, designed to
control the overall operations of a computer system. These programs do not solve specific problems.
They are general programs written to assist humans in the use of computer system by performing

11
tasks, such as controlling all of the operations. System Software consist of (1) operating system (2)
Translator Programs (e.g. Compiler, Interpreter etc.)
Operating System is a program that controls the entire operation of the computer and any devices
that are attached to it. Although it may not be obvious to the casual user to a computer, the operating
system runs in a computer all the time from the moment it is switched on until the computer is
switched off.
An Operating System (OS) is an integrated set of programs that is used to manage the various
resources and overall operation of a computer system. It is designed to support the activities of a
computer installation. Its prime objectives are to improve the performance and efficiency of a
computer system and increase facility. Operating system is responsible for the smooth and efficient
operation of the entire computer system. MS-DOS, Windows, UNIX, Linux etc. are the examples of
operating systems.

Application software also known as application package is a set of one or more programs designed
to carry out operations for a specified job for the user. Suppose you are going to maintain the
accounts of your organization so you need to use software that will allow you to maintain accounts
for this purpose you can use tally, Busy etc.
Here tally, Busy etc. are the application software’s. In this way word, excel etc. also are the
application software’s. Application software’s are not absolutely essential to run a computer.

Hardware
Hardware is the physical components of a computer it includes all visible parts attached to a
computer like keyboard, Mouse, Monitor, and Printer etc.

Desktop computers

The type of computer you are probably familiar with is the

desktop computer mostly used in offices and at home. They
can come with the case in the form of a tower. These „tower
units‟ are usually placed under the desk leaving the monitor,
keyboard, mouse and speakers on the desk.

Laptop computers

These are sometimes called notebooks;

laptop computers are very light and are
12
 designed to be carried around from place to place so that people can use them anywhere. They do
have disadvantages however. The battery will often last for only three hours. This can be difficult to
arrange on long train and plane journeys. Some people find the mouse pad very difficult to control
and prefer to use a standard mouse.

Palmtop computers

The other type of small computer is called

a palmtop because it can just about fit into the
palm of your hand. It is obviously too small to
have floppy disk drives or a hard disk drive
but it can be connected to your desktop
computer or laptop so that you can make
backup copies of work or print work out.
Another disadvantage of palmtops is the small
size of the keyboard which can be very
difficult to use.

Interact with a computer

When you power on your PC, you set off a fairly complex chain of events, first your computer runs
through a series of checks called the power. On self-test in which the computer verifies that
whatever all the devices are properly connected or not. Assuming that all your hardware checks out
all right, the control goes to the ROM BIOS (Basic Input output string and the BIOS starts loading
the operating system from the MBR (Master Boot Record) of the active partition of the hard disk.
While the initial phase is going on, you see the windows logo and a progress bar (whose purpose is
to assure you that the computer really is doing something). In its final phase, windows shifts into
graphical mode, replacing the logo screen with the standard blue background and displaying the
welcome screen. All the process discussed above is called Booting. You can choose to bypass this
screen and log on automatically and you can replace the welcome screen with a different sort of
logon dialog box.

13
A brief discussionabout the different components on the above screen:

14
 Shortcut of PDF

Folder

My Computer

Recycle Bin

Task Bar
Chrome

Desktop
Desktop is the first screen that appears after booting. It is basically a folder that contains the link of
the basic tools like a phone book, writing tools, drawing tools, etc. that a real desktop contains.

Icons

15
The small picture on the desktop are called icons. Think of them as doorways to the files and
programs stored on your computer. If you place your mouse on icon, text appears identifying its
name or contents. The first time you start windows XP, you’ll see only one icon – the Recycle Bin.

Files and folders

Each piece of work, or file, can be stored in a folder. Folder icons generally look like a briefcase
with yellow colour. Shortcuts icons are identified by the small arrow on the lower left corner of the
image. These let you access:
• Programs
• Files
• Folders
• Disk drives
• Web pages
• Printers
• Other computers
Shortcut icons simply supply links to the programs or files they represent. You can add delete them
without affecting the actual programs or files

Taskbar
By default taskbar appears at the bottom of the screen. It contains the start menu and notification
area, where you’ll see the clock. Other icons in the notification area can appear temporarily,
showing the status of ongoing activities. For instance, the printer icon appears when you send a file
to the printer, and disappears when printing is complete. You’ll also be reminded in the notification
area when new windows updates are available to download from the Microsoft website.

Start Menu

The start menu appeared automatically the first time you ran windows XP.
You can return to the start menu anytime by clicking the start button on the
taskbar. The start menu contains everything you need to begin using
windows. From it you can:
• Start programs
• Open files
• Customize your system with control panel.
• Get help by clicking help and support.
• Search for items on your computer or the internet by clicking search
• And more!

After getting the above screen what to do?

16
After getting the above screen of course you will interact with your computer using different input
devices. Computers most popular input devices are mouse and keyboard [we discussed all these
devices in previously]. Naturally to work with a computer you should be familiar with these input
devices.

Notepad

Notepad is a text
editor application that
comes with windows.
Notepad is used to
keep text, but it does
not support any
advanced text
formatting. The files
are generated by
notepad are mainly
known as text files.
The default extension
of notepad file is
.TXT. If you want to
load notepad, go to Start Menu > Programs > Accessories > Notepad. Appeared window consists
of Title Bar, Menu Bar, Scroll Bars and Text keeping area. To format text, choose the Edit Menu
Set Font option. Here you are able to change only font faces, font size and font style. Notepad does
not support any ruler. If you want to write any content from a new line, you have to press Enter
key.

17
Calculator

Calculator is another default program of windows 98 and all versions of windows after 98. It is just
like your daily used calculator. This program provides two types of calculators: (i) Standard and (ii)
Scientific. You can perform normal mathematical calculations by using this calculator. Also you can
make a copy of the results to place it within any document using Copy and paste options from Edit
Menu. Using scientific calculator you can find out values of different angles like, Sin 30 degrees or
Tan 45 degrees, even you can find out the log values as well. To run this software go to Start menu
-> All Programs -> Accessories -> Calculator. Another procedure is Start menu -> Run -> Type
Calc -> OK.

Window Os

Windows XP (Operating System)

Windows XP Professional is the latest version of operating system under Windows NT family.
Windows XP is available with two common editions: (i) Home Edition and (ii) Professional
Edition. Now you should know the difference between these two. Home edition costs considerably
less than its professional counterpart.

Windows XP professional includes following features that are primarily intended for use in
businesses.

18
 1. Windows XP professional is designed to work on large corporate networks. Home edition
can connect to corporate network to access shared files, but, it can’t permanently join the
network.
2. In XP professional, you get access to some expert level security features which is not
available in home edition, such as password and dialog boxes that let you assign user by user
permissions to files and folders.
3. Remote Desktop, which is available only in the professional edition of Windows XP.
4. If you have a computer with two Central Processing Units (CPUs), you need the professional
version of windows XP to take advantage of the additional CPU.

Working with windows XP

START MENU Comment [a1]: Double start menu
to delete
Whenever you click on the start button, you will get several options within start menu, like Program
Shortcuts, program folders etc. Apart from these existing components, Windows XP allows to keep
any new program shortcut or folder along with subfolders and shortcuts for different programs. This
feature saves program-accessing time.

Start menu is divided into two parts (style)

a) Start Menu : Select this menu program to easily access internet, e-mail and all
favourite programs.
b) Classic Start Menu : Select this option to use the menu style from earlier versions of
windows.

To change Menu option – Right click on start – properties-select option – press OK

Add a new folder or shortcut to the start menu

To add a new folder or shortcut to the start menu, you can go with either following options:
1. Right click on start menu > Properties Classic start menu Customize
Add Browse select like E: Drive IIA STUDENT Ok Next select a folder in which you want
to drop the file and folder.
Here you have to select any existing folder to keep the shortcut or create a new folder by clicking on
the New Folder button. Give a name to the folder, click on Next button and provide the name of the
shortcut. Finally click on Finish button.

2. Right click on the Taskbar, select Properties option from the Context sensitive menu. Same
Taskbar Properties dialog box will appear. Do the same as save above.

3. Right click on the start button, select explore option from the context sensitive menu,
windows Explorer will be opened having control on the start menu folder. Now you can
directly create a folder within your required folder and also you

Create a shortcut of any specific folder

19
You can right click on the blank area of content pane of start menu to get the context sensitive menu,
select New > Shortcuts. This prompts to display command line dialog box, otherwise go for File
Menu >New > Shortcut option which will provide the command line dialog box. In both the cases
you will have to do same thing as mentioned above.

Remove existing folder or shortcut from the start menu

To remove any existing folder or shortcut, call the Taskbar Properties dialog box, select Remove
button, remove shortcuts/ Folders dialog box will appear, select the desired one and confirm by
clicking on Remove button.

Customization within Start Menu

If you want to change the position of any such folder or subfolder or shortcut from one location to
another location of start menu, Right click on start menu > Properties > Start menu tab >
Customize > Advanced button of the Taskbar Properties dialog box. Using Cut and Paste
options from Edit menu or simply by dragging of icon you can shift them location-to-location.

Taskbar Options
Taskbar components can be customized through Right click on Start menu

Properties

Lock the taskbar

By locking taskbar you can’t increase the size, and position of any toolbar which are currently
displayed on toolbar, also cannot be moved to any other locations.

Auto Hide the taskbar

By turning on this option you can provide entire Desktop area for the current application window,
otherwise taskbar always appears at the bottom most area of the screen and occupies a certain area,
so that current program window will not be able to get entire screen area. If this option is on, then
taskbar will be invisible on the screen. To access the taskbar place mouse pointer at the bottom most
area of the screen, immediately taskbar will appear. This option by default is off.

Keep the taskbar on top of other window

This option allows the taskbar always In front of the current program, so that any time you can
access taskbar as well as start menu. If this option is off then you have to minimize the current
program to access taskbar and start button. By default this option is on.

Group similar taskbar button

Display taskbar icon for file of the same program in the same area of the taskbar, when you open
multiple files the buttons are shrink for the certain width and if you open file from the same program
then the buttons will collapsed in a single buttons.

Show quick launch

20
 Display quick launch bar is a customizable toolbar. It lets you to display the windows taskbar or start
a program to launch quick with a single click.

Hide inactive icons

To hide inactive or unused icon of desktop this option is used. It will provide your more space on
desktop.

Show the clock

By default this option is on. For this, you can get system clock on the right-hand side of the start menu
popup and the options are coming very closer, their sizes also get reduced to make it a small size of
popup. This option by default is off. Control panel
Using this tool of windows XP you can change system setting of the PC. It is consisting of several
types of components, which gives the facility to change the default setting of the computer. To
access control panel, go for start menu control panel or My Computer click on control Panel in
the left hand side.

Display

21
Using this feature of control panel you can change overall view of Windows XP. It contains
different types of control tabs.

Theme
Desktop theme an overall appearance of your desktop and providing a predefined set of icons,
colour, sound, font, Background picture, screen saver and other element of windows.

Desktop
1. In background, click the background you want to use or click position and Colour to choose
or modify the background.
2. Click Apply to see the changes before you close the dialog box, or click OK to accept the
changes and close the dialog box.
[Notes: you can use mostly used graphic, files, such as Bitmaps (.bmp), GIFs (.gif), and JPEG (.jpg)
images. To cover entire screen with a small wallpaper image- click Title. To center a wallpaper
image- click Center.]

Screen saver tab

1. In Screen Saver, click the screen saver you want to use.
2. To customize the screen saver, click settings.
Notes: the screen saver starts if your computer is idle for the number of minutes specified in wait.
To clear the screen saver after it has started, move your mouse or press any key. By default, only a
limited set of screen savers is installed during Windows Setup.

Protect your files by assigning a screen saver password 1. In screen

saver, click the screen saver you want to use.
2. To protect with a password click on “on Resume Password protect” check box and then apply.
Click on preview to display the screensaver on the full screen, move the mouse or press any key to
end the test.

Setting the my picture slide show screen saver

My picture slide show is the new features of windows XP. Windows XP automatically display a
slide show of the pictures in a specified folder whenever you are not using the computer.

Before setting up my picture slide show group all the picture into a specified folder, the default
setting is my picture folder; you can copy or move the files into another folder.

Appearance Tab
1. If you want to change the appearance of only one screen element, at first click on Windows
and buttons and select windows XP styles or Windows classic styles (this version is similar
to earlier version of windows). Then click in advance buttons and select menu in Item, and
change the setting in Size and Colour for the item and its font size, colour, bold and italic.
2. If you want to change the appearance of all screen elements simultaneously, click an
appearance scheme in Scheme.

22
Mouse Properties
Using this option you are able to change Mouse properties.
To explore mouse setting - Choose Start Control Panel click printers and other hardware click
Mouse

Switch primary and secondary Buttons:

If you are left handed and you want to use your strongest finger for the primary mouse button, you –
might want to switch the button functions.

Buttons Tab
Mouse buttons can be swapped as per way of handling. If any person is left- handed, he can change
the normal use of left button to right that will be easier to operate for him. In that case you have to
select Left-Handed option in button configuration. To adjust the Double-click speed for your
mouse drag the slider. To test the speed, double-click the image in the test area. Click on click lock
option for just highlight the file or folders and drag it for 1 second not to hold down the mouse
button and drop to your destination.

Pointers Tab
Using this control tab, you can change mouse pointer shapes for different process. There are some
predefined schemes for pointer shapes, which can be selected instead of individual change.

Pointer Option Tab

Motion - This control tab is used to adjust Pointer Movement.
Snap to - When a new dialog box is open, automatically the pointer stays on the OK or applies
buttons.
Visibility - Adds the trail to the mouse pointer click on Display pointer trails. To change the
pointer trail drag the slider. This option is especially useful if you are using a screen for any such of
demonstration.
Hide the mouse pointer when you are typing click Hide pointer while typing. At the time
of typing if you press CTRL key you can see the pointer.

Wheel Tab - Click on this Roll the wheel one notch to scroll for scrolling one line and also scroll
page wise, this is similar to the page up and page down key.

Hardware Tab-
From this option you can see in which port your mouse is attached and display the list of device.

Regional and language options

This feature of control panel allows changing default settings of Numbers, Currency, Date and Time
as per currently selected region.

On the regional settings tab, click the name of the region you want and set date, time, number, and
currency format as you wish to suit your requirement from customize option.

23
 Number Tab - This control tab allows changing the display of numbers in the computer. Here you
can change Decimal symbol, number of decimal places, digit-grouping symbol, and number of
digits-in-group, appearance of negative values.

Currency Tab - Using this control tab you can set the currency symbol, position of the currency
symbol, appearance of negative values etc.

Time Tab - Time style, time separator etc. can be changed using this control tab.

Date Tab - Here you can declare Date style and Date separator for short date and long date type

Altering System Date and Time

The time that appears on the taskbar is based on the clock setting for our computer. To adjust the
computer clock go to Start Menu > Control Panel > Date and Time. To change the system Date,
set the month from the drop down list, enter or set the year and click on the correct date. To change
the system Time, use the spinner that appears under the clock. Click OK.
[Note: To display the Date/ Time properties dialog box quickly, double-click the Time Icon on the
right end of the taskbar.]
Organizing files and folders

Concept of files and folders

What makes personal computers so amazing is their phenomenal capacity to store data and recall it
with a few clicks of the mouse. In computer data are stored as file(s), for storing file(s) in a
particular location so that it becomes easy to locate where the exact files is, the concept of folder
arises. Basically files are the container of information and folder is the container of file (s) and
folder (s). We can create folders to organize our data into manageable units, just as we might
organize our work papers into various folders within our file cabinet.

File folder management through Desktop

File folder management means organizing or dealing with files and folders. It includes everything
associated with files and folders. It contains create, Rename, Delete, Move, Cut, Copy, Paste and so
many tasks related to files and folders.

Selecting multiple files and folders

To open, Delete, Rename, Move, Cut, Copy it is essential to select the file\folder. We are giving a
list of options related to selection of files (S) or folder(S).When we select a file or folder, it
becomes highlighted. We can select more than one file or folder at a time in order to move or copy
multiple files or folders in one step.

Selecting files of folders

To select a file or folder, do the following:

• Click the file or folder we want to select. If the file of folder is highlighted then you realize
that the file\folder is selected. A selected file\folder will open on just a single click.
To select continuous files or folders do the following:
24
 • Click the first file or folder in the list, and then press and hold the shift key and click on the
last file we want to select.

To select non-continuous files or folders do one of the following:

• Click the first file or folder we want to select, and then press and hold the ctrl key and click
on each additional file or folder.

Creating File / Folder on the Desktop

To create a folder on the desktop Right click in the blank area on the desktop and choose folder and
click. Type the folder name and click outside the folder. A new folder will be created with the
name

To create file in the desktop same procedures are to be followed, only exception is that here you
need to click on the desired type of application instead of folder and enter the name of your file.

Opening File/ Folder

Double click on the file of folder Or Right click, on the file or folder select open and left click or
select the file or folder and press enter key

Deleting file or folder

A file or folder can be deleted both temporarily and permanently. If you delete a file of folder
permanently it is not possible to recover it from the computer. For each temporary deletion the file
of folder is stored in to recycle bin.

To delete file\folder temporarily

1. Right click on the files(s) or folder(S) to be deleted >select Delete from the context sensitive
menu and left click or press the delete key on the keyboard to confirm delete the following
dialog box appears:

To delete a file or folder permanently Select the file and press Shift + Delete key. To confirm
Delete following Dialog box appears:

Copying files and folders

To copy a file or folder follows these steps:
1. Select the file (S) or folder (S) we want to move
2. Right click on file and select Copy
3. Select the folder or drive we want to move to.
4. Right click on folder select paste.

Second method of copying

1. Select the file (S) or folder (S) we want to copy.
2. Start dragging the file (S) or folder(S) to their new location. Before dropping them at
the new location, press and hold down the shift key.
3. Release the mouse button first, then the Shift key.

25
Third Method of copying
1. Select the file(S) or folder (S) we want to move using tab key also as left/right /up and
down arrow.
2. Press Ctrl + C
3. Select the folder or drive we want to move to.
4. Press Ctrl + V to paste

Moving files and folders

To move a file or folder follows these steps:
1. Select the file (S) or folder (S) we want to move
2. Right click on file and select Cut
3. Select the folder or drive we want to move to.
4. Right click on folder select paste.

Second method of copying

1. Select the file(S) or folder (S) we want to move using tab key also as left/right /up and
down arrow.
2. Press Ctrl + X
3. Select the folder or drive we want to move to.
4. Press Ctrl + V to paste

There is another way to move our files (S) folder(S) - The right-drag method
To quickly place files where we want them is with the right-drag method. The advantage of this
method is that it works the same whether we’re copying or moving files:
1. Select the files we want to move or copy.
2. Point to the files and click and hold down the right mouse button.
3. Drag the files where we want them and release the mouse button. A shortcut menu
appears. From there, we can select the copy or move command as needed.

Windows 7

Creating shortcut of files and folders

There are two procedures to create shortcut for files & folders

1. Choose File menu → New → Shortcut, the following dialog box will appear.

Either type the filename along with the path to get the shortcut or click on Browse button to select
the proper path for the filename, e.g. C:\Windows\notepad.exe for Notepad. Click Next button to
define the name of the shortcut and finally click on Finish.

2. Right click on the blank area of the Content pane for the current folder to get the Context
Sensitive Menu. Choose Shortcut option from the popup and do the above.

To create a shortcut for a folder right click on the folder icon, from the Context Sensitive Menu
select Create Shortcut. A shortcut will be generated within the parent folder of the original one.
26
Rename the shortcut using Rename option. Now you can move the shortcut and can keep at your
required area by moving it using Cut and Paste option or drag the icon with the help of Shift key.

Searching files and Folder

In our routine work, it is difficult to remember location of files. However in explorer we can search
for our lost files by entering a complete or partial name, the date the file was created, the file type, or
the file’s size. We can even look for some matching text within the file.

If we are unsure of the exact spelling of a filename, we can use wildcards when entering a filename
to search for. There are two wildcards we can use, an asterisk represents multiple characters, and a
question mark represents a single character in the filename.

Although you can open a separate Search window, one of the easiest ways to search for files and
folders in Windows 7 is to search straight from the Start menu. Fortunately, Windows 7 has made
massive improvements to its search technology.

Windows 7 uses a more advanced search index that continuously monitors every file and even the
words within most of your files. When you search for a file or folder in Windows 7, you are much
more likely to find it than you were with Windows Vista or Windows XP.
1. Open the start menu and type a search term in the search field at the bottom.
A list of search results appears divided by the location of the results.
2. Click the See More Results link.
The Search Results in Indexed Locations window appears. Click View to cycle through the various
options of icons sizes or text listings.
3. When you locate the file you wanted, double-click it to open.
If you don’t see what you’re looking for, choose the Folder and Search Options command from the
Organize menu to modify Search settings. You can alter the locations to search, indicate whether to
find partial matches for search terms, and more. In Windows 7, you can save the results of a search
so that you can review them later. To save a search, click the Save Search button, provide a filename
and type, set the location to save it to, and then click Save. The search results are saved as a search
folder on your computer in your username folder.

Compressing of file or folder (ZIP)

Windows 7 has a built-in program that allows a file or folder to be compressed. This would allow
the file or folder to be sent via email or put on a server faster. Folders that are compressed using the
Compressed (zipped) Folders feature use less drive space and can be transferred to other computers
more quickly. You can work with a compressed folder and the files or programs it contains just as
you would an uncompressed folder.

How to Zip a file or folder

1. Select the file or folder you want to compress
2. Right click and choose Send To
3. Slide Right and choose Compressed (zipped) folder
4. Allow the file or folder to compress

27
 5. You should now see an icon with the same name plus a .zip extension. It may have a
zipper on the folder.
6. If you wish you can rename the file.
7. This is the compressed file that you may put on the server or send via email

How to Unzip a file or folder

If you receive a Zip file, you need to uncompressed or unzip the file to use it.
1. Right click on the Zip file and choose Extract All
2. Choose a location for the folder to be extracted into
3. If you checked “Show extracted files when complete”, the files or folders within the
Zip folder appear. If you unchecked the box, a folder or file with the same name
(without the Zip) should appear.
4. This folder will be your working copy of the data from the Zip file.
5. You may keep the Zip file or delete it.

Recycle Bin -
It is a very useful program of Windows. Normally all the deleted files and folders come to Recycle
Bin Folder. This is just like a container to keep only deleted components of Windows, which can be
restored to their previous location or can be removed permanently. It has been assigned with certain
percentage of different hard disk drives to store their corresponding deleted items. For this reason,
when a file or folder is deleted from any specific drive it can be restored back to the concerned drive
location.

Change the capacity of the Recycle Bin

Right-click on the Recycle Bin Icon, and select Properties and change the size as per the
requirements.

Permanently remove files when you delete them

Right-click on the Recycle Bin Icon, and click Properties. Select the Do not move files to the
Recycle Bin check box. If this check box is selected, you will be unable to retrieve any files you
delete.

Prevent delete confirmation messages from appearing

Right-click on the Recycle Bin, and click Properties. If necessary, click to clear the Display delete
confirmation dialog check box. This setting applies when you move files to the Recycle Bin, not
from it. This setting is unavailable if they do not move files to the Recycle Bin check box is
selected.

Retrieve deleted files or shortcuts

Click the file or shortcut you want to retrieve. On the item (Files, Folders or shortcut) which you
want to restore, click on restore the item. If you restore a file that was originally located in a
deleted folder, the folder is recreated, and then the file is restored in the folder. Files deleted at the

28
command prompt, file deleted from network locations, and files deleted from removable media
(such as floppy or Pen Drive) are not moved to the Recycle Bin. They are permanently removed
when you delete them. To open a file that is in the Recycle Bin, drag the icon onto the desktop, and
then click it. To retrieve several files at once, hold down Ctrl key, click each file you want to
retrieve, and then click Restore the selected items.

Empty the Recycle Bin

Right click on Recycle Bin → Empty Recycle Bin.

Useful shortcut of Windows 7

Ctrl+Shift+Esc Open task manager
Windows Key + R Run dialog

Winkey + D Toggle „show desktop‟

Winkey + L Lock workstation
Winkey + E Windows explorer
Shift + Delete Permanently deletes files (without going to recycle bin)
Reedit, renames selected file. Also used with spreadsheet cells.
Ctrl + Scroll Zoom web page, document, file thumbnails, or desktop icons on 7
Alt + PrtScn Copies an image of the current window to clipboard

Windows 8

Windows 8 is a Microsoft operating system that was released in 2012 as part of the company’s
Windows NT OS family. Windows 8 represents a major departure from previous versions of
Windows because it is based on the Metro design language, which facilitates a touch screen UI (user
interface) similar to the ones found in mobile phones and tablet computers. Microsoft Surface tablet,
released in early 2013, runs Windows 8. The basic version of Window 8, suitable for most users,
works with touch screen devices as well as with traditional keyboard and mouse system.

There have been many different versions of Windows over the years, including Windows 7,
(released in 2009), Windows Vista (2006) and Windows XP (2001).
While previous versions of Windows mainly ran on desktop and laptop computers, Windows 8 is
also designed to run on tablets. Because of this, the interface has been simplified so that it will work
with touch screens.

There are many few features and changes in Windows 8, both small and large. These changes
include a redesigned interface, online features, improved security and more.

Interface Changes
The first thing that you’ll notice about Windows 8 is that it looks totally different from previous
versions of Windows. The all-new interface includes features like the Start screen, live tiles, and
hot corners.

Start Screen:

29
The main screen that you’ll use is called the Start screen, and it displays all of your apps as tiles.
You can personalize your Start screen by changing the Colour scheme, choosing a background
image, and rearranging your tiles.
Live tiles:
Some apps use live tiles, which let you see information without even clicking on the app. For
example, the Weather app displays the current weather on its tile, and you can click on it to see more
details.

Hot corners:
You’ll navigate through Windows 8 by using hot corners. To use a hot corner, just hover the mouse
in the corner of the screen, and it will open a toolbar or tile that you can click. For example, to
switch to another open app, you can hover the mouse in the top-left corner and then click. If you’re
using a tablet, you’ll swipe from the left or right instead of using hot corners.

Charms bar:
Many of your computer’s settings are now found in a toolbar called the Charms bar. You can
access it by hovering in the top-right or bottom-right corner of the screen. If you’re using a tablet,
you can swipe from the right to open the Charms bar.

Some of the important points of Windows 8

Start menu has been replaced:
The Start menu was an important feature in earlier versions of Windows, but it has been replaced
with the Start screen. You’ll use the Start screen to open programs or search your computer. Some
people may find it disorienting to use Windows without the Start menu.

Improved security:
Windows 8 has a built-in antivirus program called Windows Defender, which can also protect you
from other types of malware such as spyware. The built-in Windows Store also helps to keep you
and your computer safe by showing you what information each app will have access to. For
example, some apps have access to your location, so if you’re uncomfortable sharing your location
you can decide not to download those apps.

Simplified Desktop for increased speed:

Microsoft hasn’t removed the Desktop, and you can still use it to manage your files or open many of
your existing programs. However, it has removed some of the transparency effects that often caused
Windows 7 and Vista to run slowly. The new Desktop should run more smoothly on most
computers.

Speedy Boot Time The load and boot up speed has improved significantly over Windows‟
predecessors. This is partly due to the better resource allocations to applications and the system.
When compared to Windows 7 desktop CPU, Windows 8 has an even speedier boot time.

Shortcut keys for Windows 8

30
Windows Key + + Zoom in using Magnifier
Windows Key + – Zoom out using Magnifier
Windows Key + Escape Exit Magnifier
Windows Key + U Open Ease of Access Center
Alt + Print Screen Print Screen focused Window only
Windows Key + Spacebar Switch input language and keyboard layout
Shift + Delete permanently delete files without sending it to Recycle Bin
Windows Key + F1 Open Windows Help and Support
Windows Key + Print Screen Takes a Print Screen and saves it to your Pictures folder
Ctrl + Shift + Escape Open Task Manager
Windows Key + Up Arrow Maximize current window
Windows Key + Down Arrow Minimize current window
Windows Key + Left Arrow Maximize current window to left side of the screen
Windows Key + Right Arrow Maximize current window to right side of the screen

On June 29th, 2015, Microsoft released their new Operating System - Windows 10 to the world.
Available by download and on sale online, this new Operating System is both familiar and a little

challenging. This course is a comprehensive look at Windows 10. From the new and improved Start
Menu to the virtual assistant Cortana through to the System Settings, I'll take you on a step by step
walkthrough of the entire Operating System. The course is structured logically so that you can get to

31
 the sections of the Operating System that are most interesting to you. By the end of the series, you
will have a really great idea how to use this Operating System. The class is about 3 hours total but
most of the videos are less than 5 minutes long. You ideally should have installed a copy of
Windows 10 before watching this.

How to Upgrade to Windows 10 from Windows 7 or 8

1. Navigate to https://www.microsoft.com/en-us/software-download/windows10
2. Click the "Download Tool now" button

3. Launch the Download Tool.

4. Click Select Upgrade this PC Now if you are just installing on this computer and want to do so right
away. However, if you want to create your own USB or DVD media, see the section below on "How to
32
Create Windows 8 Install Media." Though it requires a few extra steps and a blank Flash drive or disc,
creating your own install media allows you to not only install on multiple computers, but also reinstall
on your current computer if something goes wrong.

The tool will take a while to download the software so be patient, particularly if you have a slow
Internet connection. After it downloads, the software also goes through a preparation process and
downloads some more files, all of which takes time, perhaps as long as an hour even on a high-speed
connection.

6. Click Accept on the license terms screen. Wait again as the software checks for updates.
You may want to walk away, as this also takes several minutes.
33
7. Click the Install button. Wait 20 to 30 minutes for the computer to copy files. It will reboot
several times.

34
8. Click Next at the login screen.

9. Click Use Express settings. You can always change some settings later.

35
10. Click Next on the "New apps for the new Windows" screen. The computer will say
"finalizing your settings," and then take you to the Windows 10 lock screen.

36
11. Log in to your computer. Windows 10 will take another couple of minutes to do an initial
setup and then it will take you to the Windows desktop.

How to Create a Windows 10 USB Install Disk

37
If you have a 4GB or larger USB flash drive or a blank DVD handy (and you still use an optical drive),
you can create your own Windows 10 install disk. Having your own disk allows you to run the upgrade
on multiple computers without waiting an hour for a fresh download. You also have the option of doing
a clean install or running the upgrade a second time if you run into problems later. Here's how to create
a Windows 10 install disk.

Before you begin, make sure to insert your flash drive into one of your USB ports. Be aware that all data
on the drive will be erased.

1. Follow steps 1 -3 above, installing the Download tool and launching it.
2. Select "Create installation media . . .”

38
4. Select the language, edition and architecture (32 or 64 bits) of Windows. Make sure your
selections match those of the computer(s) you wish to upgrade. So, if you currently have
Windows 8 Home (64-bit), choose Windows 10 Home 64-bit.

39
5. Select USB flash drive. If you plan to burn this to DVD instead, select ISO file and, after the
process is over, you'll have to use a DVD burning program to write the ISO to disc.

6. Click Finish when the process is complete. If you don't plan to install Windows 10 right
away, you can remove the drive and stop here.

40
7. Launch setup.exe on the flash drive to start the upgrade process.

8. Select "Download and install updates" and click next. If you are in a big hurry, choose

41
 "Not right now." Wait several minutes for the updates to download.

If the software asks you for a product key, you are using the wrong version of Windows 10 to upgrade.
For example, you might be attempting to install Windows 10 Home over your existing Windows 8.1 Pro
or vice versa. The following steps are the same as if you install via direct download.

9. Click Accept. The software takes a couple of minutes to check your system.

10. Click Install. You can now walk away for at least 30 minutes. After the OS is finished
installing, you will be presented with a screen showing your username.

42
11. Click the Next button.

43
44
12. Select Use Express settings.

13. Click next again.

45
14. Log in to your computer.

Shortcut keys for window 10

1. Windows Key + Ctrl + D: Creates new virtual desktop

2. Windows Key + Ctrl + F4: Closes current virtual desktop
3. Windows Key + Ctrl + Left or Right: Switches between virtual desktops
4. Windows Key + F1: Opens Edge and Searches "How do I get help in Windows 10" with Bing
(formerly opens Help)
5. Windows Key + Print Screen Key: Creates a screenshot of the whole screen in the Photos
app. More screenshot key commands can be found here.
6. Windows Key: Shows the Windows 10 Start Menu
7. Windows Key + L: Locks your Windows 10 device
8. Windows Key + Tab: Launches Windows 10 Task View
9. Windows Key + Enter: Opens Narrator, a program that reads text for you and shows you tips.
10. Windows Key + X: Opens Start button context menu

11. Windows Key + D: Show Windows desktop (also available with Windows Key + M)

12. Windows Key + Space: Switch keyboard input language (if you have added at least a second
one)

13. Windows Key + Shift + Left or Right: Move current Window from one monitor to another
(when using a multiple monitor setup)

14. Windows Key + 1, 2, 3 and so on: Open programs that are pinned to task bar
46
15. Windows Key + R: Run a command

16. Windows Key + P: Project a screen

17. Alt + Tab: Switch to previous window

18. Alt + F4: Close current window,

Assignment 1

1. Unlock the Task bar.

2. Change the date format as DD/MM/YYYY.

3. Change the view layout as medium icon.

4. Unlock the taskbar & place it at top of the Window.

5. Bring watch & calendar at top of your window.

6. Change the date setting as current.

47
Introduction to Computer Networking

Each of the past three centuries has been dominated by a single technology. People were doing lot of
paper work in organizations because, lack of advance systems which will help them in their day
today work. The 18th century was the time of the great mechanical systems accompanying the
Industrial revolution. Computer industry has made spectacular progress in short time. During the
first two decades of their existence. Computer systems were highly centralized, usually within the
single large room. A medium size company or university might have had one or two computers,
white large institutions had at most few dozen. The idea that within 20 years equally powerful
computers smaller than postage stamps would be mass-produced by the millions was pure science
fiction. The merging of computers and communications has had a profound influence on the way
computer systems are organized. The old model of single computer serving all of the organization
computational need has been replaced by one which the-large no of separate but interconnected
computers do the fob. These systems are called has computer network. A network is a group of two
of more computer systems sharing services and interacting in some manner. This interaction is,
accomplished through a shared communication link, with the shared components being data. Put
simply a network is a Network Fundamentals / 2 collection of machines have been linked both
physically and through software components to facilitate communication and the sharing of
information. A physical pathway known as transmission medium, connects the systems and a set of
rules determines how they communicate. These rules are known as protocols. A network protocol is
software installed on a machine that determines the agreed –upon set of rules for two or more
machine to communicate with each other. One common metaphor used to describe different
protocols is to compare them to human languages. Think of a group of people in the same room who
know nothing about each other. In order for them to communicate, this group must determine what
language to speak, how to handle identifying each other, whether to make general announcements or
have private conversations and so on. Machines using different protocols installed can't
communicate with each other. Networks are widely used by companies or on personal level also.
Network for companies should provide high reliability, cost efficient, and recourse sharing

TYPES OF NETWORK

The network can be divided into geographical areas and fall into one of two major categories

• Local Area Network (LANs)

• Metropolitan Area Network (MANs)

• Wide Area Network (WANs)

• Wireless Networks

Local Area Network

A LAN is generally confined to a specific

location, such as floor, building or some other
48
small area. By being confined it is possible in most cases to use only one transmission medium
(cabling). The technology is less expensive to implement than WAN because you are keeping all of
your expenses to a small area, and generally you can obtain higher speed. They, are widely used to
connect personal computers and workstations in company offices and factories to share recourses.
LANs often use a transmission all the machines are attached with each other. Traditional LANs runs
at speed of 10 to 100 mbps have low delay and make very few errors. Never LANs may operate at
higher speed up to 100 megabytes/sec.

Metropolitan Area Network (Man)

Metropolitan Area Network is basically a bigger version of LAN and normally uses same
technology. It might cover a group of nearby corporate offices or a city and might be either private
or public. On other hand, MAN is network running through out a metropolitan area such as a
backbone for a phone service carrier. A MAN just has one or two cables and does not contain
switching elements.

Wide Area Network (WAN)

A wide area network spans a large

geographical area, often a country or continent.
It multiplies multiple connected LANs; that can
be separated by any geographical distance. A
LAN at the corporate headquarters in
Indianapolis can be connected to a LAN at field
office in Chicago and to another field office
LAN in St. Louis to form a single Wide Area
Network. In most WANs the network contains
numerous cables or telephone lines, each one
connection a pair of routers. If two routers that
do not share a cable nevertheless and wish to communicate, they must do it indirectly. On personal
computers we are using modem to communicate indirectly with other computer.

49
Wireless Networks

Mobile computers such as

notebook computers
laptops are fastest growing
segment of computer
industry. Users wants to
connect this machine to
their office LANs to see the
data when they .are out
from the office, since the
wired connection is not
possible we have to use
wireless networks. For e.g.
on Aircraft single router
will maintain a radio link
with some other router on
ground, changing routers as
it flies along this configuration is just a traditional LAN, except that its connection to the outside
world happens to be a radio link instead of a hardwired line. Internet works

Many networks exist in world, often with

different hardware and software. People
connected to one network .always want to
communicate with, people attached to a
different one. This requires connecting
together different, and frequently
incompatible networks, sometimes by using
machines called as gateways to make the
connection and provide the necessary
translation, both in terms of hardware and
software. Such collection of interconnected
networks is called as Internet works or
Internet. A common form of Internet is
collections of LANs connected by WAN are
form when distinct networks are connected
with each other through routers and hosts

50
 Chapter - 2 Computer Typing

An introduction of Typing
Though you have not learnt manual typing, this lesson will help you to improve your computer
typing speed.

Make sure you are sitting up straight, your feet flat on the floor. Keep your elbows close to your
body, you. Wrists straight and your forearms level, and remember ‐ take regular breaks. When you
are ready to begin, start an exercise and strike the key requested. Try not to look at the keyboard. It
will be difficult at first but as the exercise progresses you will find it becomes easier and your
fingers will begin to move without you consciously deciding which finger is associated with which
key.

You may find it helpful to quietly say the name of the key as you strike it. Don't let your mistakes
cause you to lose heart, typing is a skill that can be learned by practice.

Lesson 1

51
The home row of the keyboard is the most important to the touch‐typist. When at rest the typist's
fingers are positioned, lightly, on the A‐S‐D‐F keys for the left hand, and the J‐K‐L‐; keys for the
right hand.

1. The left index finger will control the F and G keys, the right index finger will control the J
and H keys.
2. The left middle finger will control the D key, the right middle finger will control the K key.
3. The left ring finger will control the S key; the right ring finger will control the L key.
4. The left little finger will control the A key, the right little finger will control the; key.
5. The spacebar is controlled by the right thumb.

The F and J keys often have small raised bumps on their tops, a physical aid for the typist. The
locations of all the other keys on the keyboard are learned in relation to these home keys so the
typist must be able to find the home keys by touch.

Using the raised bumps on the F and J keys as a guide, see if you can put your fingers on the home
row correctly, without looking at the keyboard. No peeking.

Lesson 1 Exercises:

Exercise 1:
For typing - asdfg hjkl; asdfg hjkl; ;lkjh gfdsa asdfg hjkl; ;lkjh gfdsa ;lkjh gfdsa

Exercise 2:
For typing - ah had lag slag ah had lag slag ah had ah had lag slag

Exercise 3:
For typing - hash flash ask has hash flash ask has hash hash flash ask hash

Exercise 4:
For typing - dash gash lash dash gash lash dash gash lash dash gash lash

52
Exercise 5:
For typing - lad sash flag lad sash flag lad sash flag lad sash flag lad sash

Exercise 6:
For typing - fall gall hall lass fall gall hall lass fall fall gall hall lass fall

Exercise 7:
For typing - glass alfalfa adds glass alfalfa adds glass alfalfa adds glass alfalfa

Exercise 8:
For typing - sad shall salad sad shall salad sad shall salad sad shall salad sad shall

Exercise 9:
For typing - ash glad alas ash glad alas ash glad alas ash glad alas ash glad alas

Exercise 10:
For typing - all flask half all flask half all flask half all flask half all flask half

53
 Lesson 2:

The third row of the keyboard is the Q‐W‐E‐R‐T‐Y row.

1. The left index finger will control the R and T keys, the right index finger will control the Y
and U keys.
2. The left middle finger will control the E key, the right middle finger will control the I key.
3. The left ring finger will control the W key, the right ring finger will control the O key.
4. The left little finger will control the Q key, the right little finger will control the P key.
In our last lesson we learned the locations of the home row keys, enough in themselves to allow us
to type some words without looking at the keyboard already. The QWERTY row, is also the hardest
working. Four of the five vowels, E‐I‐O‐U are to be found in this row. After completing the second
lesson you should discover that you are already well on the way to being a typist and your fingers
are becoming ever more adept at finding the right key without your conscious thought.

Lesson 2 Exercises:

Exercise 1:
For typing - qwert yuiop qwert yuiop ; poiuy trewq poiuy trewq qwert yuiop qwert

Exercise 2:
For typing - till quail tight yell; will those feat lake hash till quail tight yell; will

Exercise 3:
For typing - usher wake yaw tide; quash their light rash that usher wake yaw tide;

Exercise 4:
For typing - slit guide tale rage; the depth quest you’re these slit guide tale rage;

Exercise 5:
For typing - tale trash slide day; take urge wages wake typist tale trash slide day;

Exercise 6:
For typing - play rest jaw quail; why fell its well peat two play rest jaw quail; why

Exercise 7:
For typing - typed sure peep sill; ogre rate quell paw yap use typed sure peep sill;

Exercise 8:
For typing - if do pit dug wary; quaff law stop lair gate here if do pit dug wary;

Exercise 9:
For typing - go her with hit; fight tug quill day saw yippee go her with hit; fight tug

54
Lesson 3

Once you have mastered the first row first row of the keyboard, the Z‐X‐C‐V‐B row, you will have
learned all the alpha keys on the keyboard, the most popular punctuation keys. We will also
introduce capitals letters in this lesson. Your keyboard should have two shift keys, one to the left,
and one to the right. The typist will use the little finger of their inactive hand to work one of the shift
keys when capitals are needed. So, if you are to type a capital R, you will strike the R key with the
index finger of your left hand while depressing the shift key with the little finger of your right
hand. The left index finger will control the V and B keys, and the right index finger will control
the N and M keys.

1. The left middle finger will control the C key, and the right middle finger will control the,
key.
2. The left ring finger will control the X key, and the right ring finger will control the. Key.
3. The left little finger will control the Z key, and the right little finger will control the / key.
4. The left shift key is controlled by the left little finger and the right shift key is controlled by
the right little finger.

Some people find the downward stretching for the new finger positions awkward at first but it soon
passes.

Lesson 3 Exercises:

Exercise 1:
For typing - zxcvb nm,./ zxcvb nm,./ /.,mn bvcxz /.,mn bvcxz zxcvb nm,./ zxcvb

Exercise 2:
For typing - by, zip wean trying stump shrink rice ping/ mail by, zip wean trying

Exercise 3:
For typing - king fan crick, chill block. back abbot. aflame/ mix king fan crick, chill

Exercise 4:
For typing - zest win, thump skunk. plain muffin, knight/ exit zest win, thump skunk.

Exercise 5:
For typing - daring. choke bishop. admit twine sultan, sing/ roman daring. Choke

Exercise 6:
For typing - pink, nicest mate knit. groan flock, divide coop/ advice pink, nicest Exercise 7:
For typing - vilest turbot, track snick scoot revoke. rein/ paving vilest turbot, track
55
Exercise 8:
For typing - Office. Meat. Lean. Hiking. Feline. Decay. Clash. Bright. Office. Meat.

Exercise 9:
For typing - Bump. Prank. Bate. Turnip. Bap. Aging. Aback. Wombat. Vine.

Exercise 10:
For typing - Vexing. Typing. Being. Sump. Faxing. Rink. Blot. Nice.

Lesson 4

In our first three lessons we covered the first three rows of the keyboard. This being our fourth
lesson, we cover the fourth row. The number row.

1. The left index finger will control the 4 and 5 keys, the right index finger will control the 6
and 7 keys.
2. The left middle finger will control the 3 key, the right middle finger will control the 8 key.
3. The left ring finger will control the 2 key, the right ring finger will control the 9 key.
4. The left little finger will control the 1 key, the right little finger will control the 0 key.

The number row presents a unique challenge to the typist. It is the furthest from the typist's fingers'
resting position, the home row. These exercises will try to accustom you to the range of movement
your fingers must achieve when dealing with a mixture of alpha numeric keystrokes. We shall also,
in this lesson, build on our use of the shift keys and capital letters introduced in the last lesson.

Lesson 4 Exercises:

Exercise 1:
For typing - 12345 67890 12345 67890 09876 54321 09876 54321

Exercise 2:
For typing - 380, 157, 062, 519.238, 406, 925, 640, 502.798, 256

Exercise 3:
For typing - A1 S2 D3 F4 G5 H6 J7 K8 L9 ;0 9l 8k 7j 6h 5g 4f 3d 2s 1a

Exercise 4:
For typing - Moscow 013 Sofia 982 Nuuk 176 Riga 541 Vilnius 194

Exercise 5:
For typing - 32A Rome 174B Paris 985 Berlin 681 Madrid 704 Vienna

Exercise 6:
56
 For typing - 831 Warsaw 495 Amsterdam 672 Brussels 140 Copenhagen

Exercise 7:
For typing - 640 Prague 135 Bratislava 217 Nicosia 489 Tallinn 810

Exercise 8:
For typing - 7.72 Helsinki 6.39 Athens 7.02 Valletta 14.2 Lisbon 87.6

Exercise 9:
For typing - 16.9 Ljubljana 0.24 Stockholm 81.3 Dublin 5.39 Oslo 71.6

Exercise 10:
For typing - 76.9 Belgrade 1.35 Reykjavik 72.0 Bern 86.4 Kiev

Lesson 5

This is the last lesson in our typing course. You should by now be more comfortable with typing.
Hands on the keyboard, eyes on the screen; both your accuracy and your speed will improve with

practice. The exercises in this lesson focus on practicing the different character keys.

LF = little finger, RF = ring finger, MF = middle finger, IF = index finger

57
Lesson 5 Exercises

Exercise 1:
For typing - !@#$% ^&*()_+ +_)(*&^ %$#@! !@#$% ^&*()_+

Exercise 2:
For typing - ;'/ p[] 0‐= =‐0 ][p /'; ;'/ p[] =‐

Exercise 3:
For typing - 1'1 1;1 ;/; ,<, .>. /?/ ;:; '"' \|\ ]}] [{[

Exercise 4:
For typing - #15 @ $56.80 = 17%, 15*(12+3)=15^2, 2‐ !=4‐2

Exercise 5:
For typing – if($totalqty = 0) {echo "you did not order anything"};

Exercise 6:
For typing – if (document. Images) && (prelodFlag ==)) {for var i=0

Exercise 7:
For typing ->>> for n in [1, 2, 3]: print n; %d x 7 = %d % (j,j*7)

Exercise 8:
For typing - void main() {int angle_degree; double angle_radian. Pi

Exercise 9:
For typing - if(chair $where){ #we got there } else { #not }

Exercise 10:
For typing - if (index >= size) throw new ArrayIndexOutOfBounds

58
 Chapter 3 Internet Usage - Microsoft Outlook 2013

What Is the Internet?

Can you remember a time when you could not tweet, post, email, blog, snap, or like someone
online? Many people today have grown up being able to do all of these things. But there was a time
when none of this was possible. What makes this possible today is what we call the Internet.
According to Webopedia, the Internet is a worldwide system of connected networks. Each network
consists of millions of computers, servers, routers, and printers. You can think of the Internet like the
telephone network or the interstate highway system. You may have even heard people refer to the
Internet as the Information Super Highway. The networks that make up the Internet may be owned
and maintained by different companies but messages and data move across all of them without
regard to ownership because they all use the same protocol or language to communicate.
Who Created the Internet?
According to Hobbes' Internet Timeline, in 1957, the Soviet Union launched the first satellite into
orbit. While this might not sound serious, this happened during a time in American history called the
Cold War. It was at this time the threat of nuclear war was at its greatest. The thought was, if the
Soviets could launch a satellite into space, then they might be able to launch a nuclear bomb and hit
the United States, destroying all of our communication lines.
The Internet began in 1969 as a research project funded by the Department of Defence with a goal of
creating a means of communication beside telephone lines. The first network was
called ARPANET (Advanced Research Project Agency Network). The focus was on communicating
in the event part of the network was disabled. This early network was the precursor to the Internet. It
was limited in function but launched the idea of a different method of communication.

Internet Terminology

For a beginner who strives to make sense of the internet and the World Wide Web, an understanding of
basic terms is bound to be helpful.

Browser

59
 lelepado/Getty Images

Beginning and advanced internet users all access the web through web browser software, which is
included on computers and mobile devices at the time of purchase. Other browsers can be downloaded
from the internet.

A browser is a free software package or mobile app that lets you view web pages, graphics, and most
online content. The most popular web browsers include Chrome, Firefox, Internet Explorer, and Safari,
but there are many others.

Browser software is specifically designed to convert HTML and XML computer code into human-
readable documents.

Browsers display webpages. Each webpage has a unique address called a URL.

Webpage

A webpage is what you see in your browser when you are on the internet. Think of the webpage as a
page in a magazine. You may see text, photos, images, diagrams, links, advertisements and more on any
page you view.

Often, you click or tap on a specific area of a webpage to expand the information or move to a related
web page. Clicking on a link—a snippet of text that appears in color different from the rest of the text—
takes you to a different webpage. If you want to go back, you use the arrows provided for that purpose
in just about every browser.

60
Several webpages on a related subject make a website.

URL

Uniform Resource Locators—URLs— are the web browser addresses of internet pages and files. With
a URL, you can locate and bookmark specific pages and files for your web browser. URLs can be found
all around us. They may be listed at the bottom of business cards, on TV screens during commercial
breaks, linked in documents you read on the internet or delivered by one of the internet search engines.
The format of a URL resembles this:

• http://www.examplewebsite.com/mypage

which is frequently shortened to this:

• www.examplewebsite.com/mypage

Sometimes they are longer and more complicated, but they all follow acknowledged rules for naming
URLs.

URLs consist of three parts to address a page or file:

• The protocol is the portion ending in //: Most webpages use the protocol http or https, but there
are other protocols.
• The host or top-level domain, which frequently ends in .com, .net, .edu or .org but can also end
in one of many others that have been officially recognized.
• The filename or page name itself.

HTTP and HTTPS

Http is the acronym for "Hypertext Transfer Protocol," the data communication standard of web pages.
When a web page has this prefix, the links, text, and pictures should work properly in your web browser.

Https is the acronym for "Hypertext Transfer Protocol Secure." This indicates that the webpage has a
special layer of encryption added to hide your personal information and passwords from others.
Whenever you log in to your online bank account or a shopping site that you enter credit card
information into, look for "https" in the URL for security.

HTML and XML

Hypertext Mark-up Language is the programming language of webpages. HTMLcommands your web
browser to display text and graphics in a specific fashion. Beginning internet users don't need to know
HTML coding to enjoy the webpages the programming language delivers to browsers.

XML is extensible Mark-up Language, a cousin to HTML. XML focuses on cataloguing and data
basing the text content of a web page.

XHTML is a combination of HTML and XML.

61
 IP Address

Your computer and every device that connects to the internet uses an Internet Protocol address for
identification. In most cases, IP addresses are assigned automatically. Beginners don't usually need to
assign an IP address. An IP address can look something like this:

• 202.3.104.55

or like this

• 21DA:D3:0:2F3B:2AA:FF:FE28:9C5A

Every computer, cell phone and mobile device that accesses the internet is assigned an IP address for
tracking purposes. It may be a permanently assigned IP address, or the IP address may change
occasionally, but it is always a unique identifier.

Wherever you browse, whenever you send an email or instant message, and whenever you download a
file, your IP address serves as the equivalent of an automobile license plate to enforce accountability and
traceability.

ISP

You need an Internet Service Provider to get to the internet. You may access a free ISP at school, a
library or work, or you may pay a private ISP at home. An ISP is the company or government
organization that plugs you into the vast internet.

An ISP offers a variety of services for a variety of prices: web page access, email, web page hosting and
so on. Most ISPs offer various internet connection speeds for a monthly fee. You may choose to pay
more for high-speed internet connection if you like to stream movies or select a less expensive package
if you use the internet mostly for light browsing and email.

Router

A router or router-modem combination is the hardware device that acts as the traffic cop for network
signals arriving at your home or business from your ISP. A router can be wired or wireless or both.

Your router provides a defence against hackers and directs content to the specific computer, device,
streaming device or printer that should receive it.

Often your ISP provides the network router it prefers for your internet service. When it does, the router
is configured appropriately. If you choose to use a different router, you may need to enter information
into it.

Email

Email is electronic mail. It is the sending and receiving of typewritten messages from one screen to
another. Email is usually handled by a webmail service Gmail or Yahoo Mail, for example, or an
installed software package such as Microsoft Outlook or Apple Mail.

62
Beginners start by creating one email address that they give to their family and friends. However, you
aren't limited to one address or email service. You may choose to add other email addresses for online
shopping, business or social networking purposes.

Email Spam and Filters

Spam is the jargon name of unwanted and unsolicited email. Spam email comes in two main categories:
high-volume advertising, which is annoying, and hackers attempting to lure you into divulging your
passwords, which is dangerous.

Filtering is the popular-but-imperfect defence against spam. Filtering is built-in to many email clients.
Filtering uses software that reads your incoming email for keyword combinations and then either deletes
or quarantines messages that appear to be spam. Look for a spam or junk folder in your mailbox to see
your quarantined or filtered email.

To protect yourself against hackers who want your personal information, be suspicious. Your bank won't
email you and ask for your password. The fellow in Nigeria doesn't really need your bank account
number. Amazon isn't handing you a free $50 gift certificate. Anything that sounds too good to be
true probably isn't true. If you are unsure, do not click any links in the email and contact the sender
(your bank or whomever) separately for validation.

Social Media

Social media is the broad term for any online tool that enables users to interact with thousands of other
users. Facebook and Twitter are among the largest social networking sites. LinkedIn is a combination
social and professional site. Other popular sites include YouTube, Google+, Instagram, Pinterest,
Snapchat, Tumblr and Reddit.

Social media sites offer free accounts to everyone. When selecting the ones that interest you, ask your
friends and family which ones they belong to. That way you can join a group where you already know
people.

As with all things internet related, protect your personal information when you sign up for sites. Most of
them offer a privacy section where you can choose what to reveal to other users of the site.

E-Commerce

E-commerce is electronic commerce the transaction of business selling and buying online. Every day,
billions of dollars exchange hands through the internet and World Wide Web.

Internet shopping has exploded in popularity with internet users, to the detriment of traditional brick-
and-mortar stores and malls. Every well-known retailer has a website that showcases and sells its
products. Joining them are dozens of small sites that sell products and enormous sites that sell just about
everything.

E-commerce works because reasonable privacy can be assured through HTTPS secure web pages that
encrypt personal information and because reliable businesses value the internet as a transaction medium
and make the process simple and safe.

63
When shopping on the internet, you are asked to enter a credit card, PayPal information or other
payment information.

Encryption and Authentication

Encryption is the mathematical scrambling of data so that it is hidden from

eavesdroppers. Encryption uses complex math formulas to turn private data into meaningless
gobbledygook that only trusted readers can unscramble.

Encryption is the basis for how we use the internet as a pipeline to conduct trusted business, like online
banking and online credit card purchasing. When reliable encryption is in place, your banking
information and credit card numbers are kept private.

Authentication is directly related to encryption. Authentication is the complex way that computer
systems verify that you are who you say you are.

Downloading

Downloading is a broad term that describes transferring something you find on the internet or World
Wide Web to your computer or other device. Commonly, downloading is associated with songs, music
and software files. For example, you might want to:

• Download a new musical ringtone for your cell phone

• Download a trial copy of Microsoft Office.

The larger the file you are copying, the longer the download takes to transfer to your computer. Some
downloads take seconds; some take minutes or longer depending on your internet speed.

Webpages that offer material that can be downloaded are usually clearly marked with a Download
button (or something similar).

Cloud Computing

Cloud computing began as a term to describe software that was online and borrowed, instead of
purchased and installed on your computer. Web-based email is one example of cloud computing. The
user's email is all stored and accessed in the cloud of the internet.

The cloud is the modern version of the 1970s mainframe computing model. As part of the cloud
computing model, software as a service is a business model that assumes people would rather rent
software than own it. With their web browsers, users access the cloud on the internet and log in to their
online rented copies of their cloud-based software.

Increasingly, services offer cloud storage of files to facilitate the ability to access your files from more
than one device. It is possible to save files, photos, and images in the cloud and then access them from a
laptop, cell phone, tablet or another device. Cloud computing makes collaboration among individuals on
the same files in the cloud possible.

64
 Firewall

Firewall is a generic term to describe a barrier against destruction. In the case of computing, a firewall
consists of software or hardware that protects your computer from hackers and viruses.

Computing firewalls range from small antivirus software packages to complex and expensive software
and hardware solutions. Some firewalls are free. Many computers ship with a firewall you can activate.
All the many kinds of computer firewalls offer some kind of safeguard against hackers vandalizing or
taking over your computer system.

Just like everyone else, beginners to the internet should activate a firewall for personal use to protect
their computers from viruses and malware.

Malware

Malware is the broad term to describe any malicious software designed by hackers. Malware includes
viruses, Trojans, key loggers, zombie programs and any other software that seeks to do one of four
things:

• Vandalize your computer in some way

• Steal your private information
• Take remote control of your computer (zombie your computer) for other ends
• Manipulate you into purchasing something

Malware programs are the time bombs and wicked minions of dishonest programmers. Protect yourself
with a firewall and knowledge of how to prevent these programs from reaching your computer

Trojan

A Trojan is a special kind of hacker program that relies on the user to welcome it and activate it. Named
after the famous Trojan horse tale, a Trojan program masquerades as a legitimate file or software
program.

Sometimes it is an innocent-looking movie file or an installer that pretends to be actual anti-hacker

software. The power of the Trojan attack comes from users naively downloading and running the Trojan
file.

Protect yourself by not downloading files that are sent to you in emails or that you see on unfamiliar
websites.

Phishing

Phishing is the use of convincing-looking emails and web pages to lure you into typing your account
numbers and passwords/PINs. Often in the form of fake PayPal warning messages or fake bank login
screens, phishing attacks can be convincing to anyone who is not trained to watch for the subtle clues.
As a rule, smart users—beginners and long-time users alike should distrust any email link that says "you
should log in and confirm this."

65
 Blogs

A blog is a modern online writer's column. Amateur and professional writers publish blogs on most
every kind of topic: their hobby interests in paintball and tennis, their opinions on healthcare, their
commentaries on celebrity gossip, photo blogs of favourite pictures or tech tips on using Microsoft
Office. Absolutely anyone can start a blog.

Blogs are usually arranged chronologically and with less formality than a website. Many of them accept
and respond to comments. Blogs vary in quality from amateurish to professional. Some savvy bloggers
earn reasonable incomes by selling advertising on their blog pages.

Managing Email Accounts

Email, short for Electronic Mail, consists of messages which are sent and received using the Internet.
There are many different email services available that allow you to create an email account and send
and receive email and attachments, many of which are free. Today we will focus on the services
available through Yahoo! Mail because it is free and one of the more popular email services
available, but we will also give hints, examples and advice for Gmail and the email software
programs Outlook, Outlook Express, and Thunderbird

Connect to the Internet by double-clicking the Internet Explorer

desktop icon. Go to the Yahoo! Mail site by typing
http://mail.yahoo.com into the address bar at the top of the screen.
You should see a screen that looks like this:

Click on the Sign Up link at the bottom of the box

Complete all information on the form

66
Yahoo! ID: Keep in mind that your Yahoo! ID will become your email address, so choose
carefully! When you type in your selection, a box will pop up that will ask you to check the
availability of your ID. Because there are so many email users, sometimes you might have to
try a few before finding one that is free.

Tip: Your ID/email address doesn’t have to be your given name. With email, you can choose
something that is related to your occupation or interests. For example, you might want to be
[email protected]. If you find that that is already taken, you could always add some
numbers after it to make it more unique. If you were born in 1960, you could be
[email protected].

Password: You will also need to select your password. Make sure your password is
something that you can remember, but no one else can easily figure out! Usually, you will
need a password that is 6 characters or longer, and includes at least one letter, one number,
and one special sign

Write down your Yahoo! ID and Password. This is crucial because you will NOT be able to
access your email without them.

Yahoo! ID: ______________________________

Password: _______________________________

If you do forget your password, the next section of the form makes it possible for you to
retrieve it.

67
 Here you can select two questions that Yahoo! can ask you to make sure you are really who
you say you are. That way, your password won’t be given out to someone trying to break into
your account.

You may want to write down your answers if you think you might forget!

The next portion of the form is simply another security measure. Type the code into the box
as you see it on your screen. These can be tricky, so if you don’t think you can read the
numbers and letters, then “try a new code” or click the “Need audio assistance?” button to
hear it said to you.

Chapter 3 B ] Outlook

Then click the “Create My Account” Button and you are done! If you forgot a piece of required
information, or something isn’t quite right - the same page will flash back up except there will be a red
note beside what you need to fix. Additionally, if you take too long - the form might “time out” and you
could have to start all over again. So work as quickly as you can!!! Congratulations - You now have an
email account! Remember that your email address is your Yahoo! ID directly followed by
“@yahoo.com”

Checking Your Email with Yahoo!

Once you have set up your email account, you can check your mail anywhere that you can access the
Internet. This is how it is done:
1. Connect to the Internet by double-clicking the chrome desktop icon.

3. Go to the Yahoo! Mail site by typing http://mail.yahoo.com into the address bar at the top of
the screen. 3. Type your Yahoo! ID and Password into the box at right. (Don’t forget the
@yahoo.com at the end!)
4. The next page will show you the number of new messages in your Inbox.
Click on the Inbox link in the middle or on the Menu bar at left to retrieve your messages.

68
5. The Inbox is where all of your incoming messages are stored.

Click on the Subject of the message to open and read it. We will go into more detail regarding Receiving
and Reading messages in a later section. Usually, an unread (or new) message will be in bold!)

Composing and Sending Messages

To compose a message, click the New or Compose button at the top of any screen.

69
The compose screen (below) is a blank message form.

From: is your email address, or the address sending the email. Usually this is already filled in with your
address
To: is where you type the email address of the primary recipients.
Subject: is a concise indication of the subject of your message. It is important to include a subject line
because it will benefit the recipient by allowing them see what your email is about before they open it. It
is especially helpful if you are sending email to someone who might not recognize their address. This
will help indicate to them that the email is not spam, or junk email. • Add CC / Add BCC: To add
secondary addresses to your email, click on these links and additional boxes will appear.
Add CC: CC stands for “carbon copy.” This allows you to “copy” a person on an email that you are
sending to someone else.
Add BCC: This is for “blind carbon copies.” If you send a copy of an email to someone by putting their
address here, the recipients in the to: and CC: boxes will not be able to see that person’s address. You
can enter multiple recipients in all three address boxes. Separate the addresses with a comma and a
space.

Reading and Receiving Messages

By default, email messages are viewed in the Inbox. New messages are emboldened with a link under
Subject. To view your message, click on the subject to open the message. The message will appear in
the “preview pane” below the list of emails. If you want to open the email in a separate tab, double-click
the subject.
Once you have read your message, you have several options. The buttons for each of these options is on
or near the toolbar. Look around a little and you will find them!

Replying to the message: Selecting this option will include the original message you were sent and
address the message automatically to the person who sent it to you. You can then add text to the existing
message and delete portions of the text if you wish before returning your reply to the sender.

Click on the Reply button to reply only to the sender. Or, click on the arrow on the Reply button and
select “Reply to Everyone” if you prefer to send the message to all recipients of the original message.
Forwarding the Message: This feature copies the message you are viewing for delivery to another
email address. You can't see the original message but you can add text at the beginning of the message
before sending it.
70
Attaching Files to an Email

You can attach files to your email messages. This feature allows you to send pictures, documents and
even sounds. To attach a file, first you need to do the same things you do to compose a message 1. Click
on Compose 2. Type the address 3. Type the subject 4. Type the message 5. When you are finished with
your message, in Yahoo! click on the “Attach” Button under the subject box. This will open an
Attachment Window

Click on the subject of the message to open it. At the bottom of the message “header” (aka
Where the to, from, and subject lines are and before the body of the message, you’ll see a
List of the attachments:

What if I want to use Gmail instead of Yahoo! Mail?

Gmail is very similar to Yahoo!Mail in many ways. To sign up -go to www.gmail.com and click on the
“create an account” on the right side of the screen. The sign-up procedure is very similar to the one for
Yahoo! Mail. To check your email, go to www.gmail.com and enter your username and password. Once
you click “sign in” it takes you automatically
To your inbox. Just as in Yahoo! Mail - the unread emails are bold and you click on the subject of the
email to open it and read it.

The reply button, reply all button, and forward button are all in the same place … at the top of each
email where it says “reply” - just click the little downward arrow beside it to expand and choose which
you want!
The Composition Screen for Gmail is almost exactly like the one in Yahoo! Mail – including having a
formatting toolbar for easy use. Attaching a document or picture is also the same!
The main difference between Gmail and Yahoo! Mail is that Gmail does NOT have folders (“labels” are
a different thing). In Gmail, you keep everything in the same big folder but you have the Google-
powered search to help find anything you need. And there is a lot more storage space on Gmail, so you
may never have to delete anything

Email Client
An email client, email reader, or more formally mail user agent (MUA), is a computer
program used to access and manage a user’s email, contacts, Calendar, Tasks etc. Different
types of Email Client
71
  Microsoft Outlook Express
 Mozilla Thunderbird
 Claws Mail
 Spice bird
 Zimbra Desktop
 Opera Mail
 IncrediMail etc.

Outlook 2013

Overview of Microsoft Outlook 2013

Microsoft Outlook is the most popular one around. It is widely used in both home and office
because of its deep integration with Microsoft Office suite. Microsoft Outlook, an email
application for Windows-based systems, is more than just a program that lets you send and
receive emails.
Outlook is basically a tool for managing and handling personal information such as contracts,
email, scheduling and tasks. MS Outlook 2013 provides all these features along with
enhanced collaboration. It not only manages your mail, contacts but also provides a set of
utilities to manage your time and projects. It simplifies your daily routine and enhances your
productivity. In the same way we can configure Hotmail server for Outlook 2013 and can add
your Hotmail account in outlook. Though accounts can be added with automatic
configuration, you can go for manual process also.

72
 To Add an email account to Outlook

To send and receive your email in Outlook, you'll first need to add your email account to Outlook.
You can add one or more email accounts, including Office 365 accounts, Exchange, Outlook.com,
Gmail, Yahoo, iCloud, or other third-party email accounts.
Many email accounts, including Microsoft Exchange accounts, Outlook.com, Hotmail.com,
and Live.com accounts, Office 365 accounts, and other POP and IMAP accounts can be added using
Outlook's automatic setup option. You can use these instructions to add your first account or
additional accounts.
Some email providers, like Gmail, Yahoo, and iCloud require you to turn on two-factor
authentication and set up an app password. An app password is a one-time-use password that you
enter instead of your email account password. Using an app password lets Gmail, Yahoo, and iCloud
confirm that you're the person accessing your email. See Set up two-factor authentication for
Gmail, Set up two-factor authentication for Yahoo, or Set up two-factor authentication for
iCloud for information on how to generate an app password. Use that app password in steps 2 and 3
below.
Note: For all email accounts, your username is your full email address.
Open Outlook and select File > Add Account.

Note: Outlook 2007 users should select Tools > Account Settings. On the Email tab, select New.
For Outlook 2016, enter your email address, then select Connect.
For Outlook 2013 and Outlook 2010, select Email Account and then enter your name, email address,
and password. Then select Next.
If prompted, enter your password again, then select OK, and Finish to start using Outlook.
Note: You can use these steps to add your first account to Outlook or additional accounts.

Update your email settings in Outlook for PC

Use advanced setup to add a POP or IMAP email account in Outlook for PC

Set up two-factor authentication for Gmail

73
Go to Gmail from your browser, then select the Google apps icon in the upper right corner of the
screen.

Select My Account. Under Sign-in & security, select Signing in to Google.

Under Password & sign-in method, if 2-Step Verification is ON, skip to the next step. Otherwise,
select 2-Step Verification and follow the prompts. When you're done, select the back arrow at the
top of the screen.

Under Password & sign-in method, select App passwords.

Enter your Google password and then select Sign in. At the bottom of the next screen,
select Mail and Windows Computer from the drop-down lists, then select Generate.

Google will display an app password for you. Make a note of this password (without the spaces) and
use this as the password when adding a new account to Outlook.

Set up two-factor authentication for Yahoo

Go to the Yahoo website from your browser and select the settings icon in the upper right corner of
the screen.

Select Account info > Account security. You may need to sign in again.

74
If Two-step verification isn't turned on, you'll need to do that before you continue. Then
select Manage app passwords.

Select Outlook Desktop from the drop-down list, and then select Generate.

Yahoo will display an app password for you. Make a note of this password (without the spaces) and
use this as the password when adding a new account to Outlook.

75
Set up two-factor authentication for iCloud
Go to the Apple ID website from your browser and enter your Apple ID and password.

If you've already turned on two-factor authentication, you'll receive a code on one of your devices.
Enter this code to continue. Otherwise, turn on two-factor authentication.

In the Security section, under APP-SPECIFIC PASSWORDS, select Generate Password...

Enter a name for your password, such as Outlook, and select Create.

76
Apple will display an app password for you. Make a note of this password (without the spaces) and
use this as the password when adding a new account to Outlook.

Advantages of Microsoft Outlook

Availability of email even without an internet connection
Saves time by downloading email from various accounts
A copy of your emails in on your computer
Messages can still be accessed via the online GUI(Internet Message Access Protocol)
Find and use the features you need with ease.
Manage time and tasks more efficiently.
Create professional-looking documents and presentations in less time.

How to go?
Start → All Programs →Microsoft Office 2013 → Outlook 2013
You can also open it through Start →run
OR Press Windows Key + R

Configuring Outlook 2013

77
Outlook 2013 has an integrated support for e-mail servers. You can send and receive email
through mail servers that supports POP3 or IMAP (Internet Message Access Protocol). You
can add multiple accounts in outlook and keep the mails in separate data folders. Thus the
mails from different accounts can be managed and viewed from one single interface. But for

having all these benefits you need to configure your Outlook 2013.

Outlook Folders
Outlook 2013 uses a standard set of folders to organize your data. If you are comfortable
working with this folders. You should have the clear concept about the folders. Below are the
default folders.
Calendar: This folder contains your schedule including appointments, meetings and events.
People: This folder stores information about people, such as name, address, phone number
and wealth of other data.
78
Deleted Items: This folder stores deleted items of various types (contacts, messages and
tasks). If you delete an item from this folder the item is deleted permanently.
Drafts: Use this folder to store unfinished drafts of messages and other items. For example
you can use the draft folder to store a lengthy email that you haven’t had a chance to finish
yet or you might start a message have second thoughts about sending it and place it in the
drafts folder until you decide whether to send it.
Inbox: Outlook 2013 keeps your e-mail in this folder. This is one of the most important
folders.
Journal: The journal folder stores your journal items allowing you to keep track of phone
calls, time spend on a project, important e-mail messages, and other events and tasks
Junk E-mail: The junk email folder contains items that have been placed there by the
outlook junk E-mail Filter. This filter is designed to divert the most obvious spam and you
can customize it to suit your needs.
Notes: The Notes Folder stores and organizes notes. You can move or copy notes to other
folders in outlook 2013 as well as to folders on disk. You can also create shortcuts to notes.
Outbox: The outbox stores outgoing messages until they are delivered to their destination
servers. You can configure outlook 2013 to deliver messages immediately after you send
them or have the messages wait in your outlook until you process them.
RSS Feeds and Subscription: These folders store RSS content. Really Simple Syndication
(RSS) is a way for content publisher to make news, blog and other content available to
subscribers.
Sent Items: The sent items folder stores copies of the messages you have sent. You can
configure outlook 2013 to automatically store a copy of each sent item in this folder.
Tasks: The Tasks folder lists tasks that have been assigned to you or that you have assigned
to either yourself or others.

Setting Password for mail Folders

Setting password to mail folders is an effective way to obstruct unauthenticated access of
your mail account. After setting password for your mail account Outlook 2013 will prompt
for password every time you open outlook 2013. This can be done through the following
steps.
Click on File Tab →Account Settings dropdown→Account Setting then go to Data Files
tab and select the account for which you want to set password and click on Settings.

Scheduling
Scheduling is an important feature in Outlook 2013. You can set new appointment, meeting,
event on a specific time. Reminder for the events can also be set. This can be done through
Calendar button

Task Scheduling
Task Scheduling or task management is a useful way to keep track of the task you need to
perform in a scheduled time span. You can assign start date, due date, set priority etc. against

79
a task through Outlook 2013. Click on Task button at the bottom left corner of Outlook
2013

Rule in Outlook 2013

We have already discussed all the features and advantages of outlook express. Another important
feature in outlook express is Rule setting. This is how it works, suppose we receive a large number
of mails from different senders every day, and want to group them according to senders. Here we
call set a rule that all messages from one sender or a group of senders will be stored in a particular
folder. So we can view or check the mails according to priority and our convenience. All rule based
folders will come under the main inbox, and we can customize our rule based folder according to
our requirement.

Assignment 3

1. Create an Email to your friend from Gmail account.

2. Attached assignment file from your computer.
3. Keep cc to your at least 2 friend.

80
 iCloud: What is iCloud Mail?

With your iCloud Mail account, you can send, receive, and organize email. When you set up your
devices for iCloud Mail, you can also access your iCloud Mail account using the Mail app on your iOS
device or Mac computer, or using Microsoft Outlook on a Windows computer. No matter which device
you use to send, receive, or organize email, the changes are updated everywhere.

Important: If your Apple ID doesn’t end with @icloud.com, @me.com, or @mac.com, you must set up
an @icloud.com email address before you can use iCloud Mail on iCloud.com.

To use Mail on iCloud.com, go to icloud.com/mail and sign in using your Apple ID (the one you use
with iCloud).

If you have set up an @icloud.com email address, you can also use it to sign in to iCloud. If you’re
already using another iCloud app, click the app’s name at the top of the iCloud.com window, then click
Mail.

If you don’t see Mail on iCloud.com, your account just has access to iCloud web-only features. To see
and use iCloud Mail and other iCloud features, set up iCloud on your iOS device or Mac.

When working with iCloud Mail, make sure you use a browser recommended in the Apple Support
article System requirements for iCloud.

iCloud: Set up iCloud Mail on your devices

After you have set up a @icloud.com email address, you can use your iCloud Mail account on your
devices, as well as on a web browser with either a Mac or Windows computer.

Set up iCloud Mail on your iOS device

 Go to Settings > [your name] > iCloud (or Settings > iCloud), then turn on Mail.

Set up iCloud Mail on your Mac

 Choose Apple menu > System Preferences, click iCloud, then select Mail.

Set up iCloud Mail on your Windows computer with Outlook

1. Open iCloud for Windows.

2. Select Mail, Contacts, Calendars, and Tasks.

3. Click Apply.

Your iCloud Mail account is listed in the folder list (also called the navigation pane) on the left
side of Microsoft Outlook. To view your iCloud Mail folders in Outlook, click the disclosure
triangle to the left of your iCloud email account.

Access iCloud Mail on your Windows computer without Outlook

 If Microsoft Outlook is not installed, the Mail, Contacts, Calendars, and Tasks option doesn’t
appear in iCloud for Windows. Use your web browser to access Mail on iCloud.com.

For information about setting up other email apps, see the Apple Support article Mail server settings for
iCloud email clients.
81
 iCloud: Open iCloud for Windows

 In Windows 10: Choose Start menu > All apps. Click iCloud, then click iCloud again from the
iCloud apps list.

 In Windows 8.1: Go to the Start screen, click the down arrow in the lower-left corner, then
click the iCloud app.

 In Windows 8: Go to the Start screen, then click the iCloud tile.

 In Windows 7: Choose Start menu > All Programs > iCloud > iCloud.

82
83
84
4 .Business Computer Application
Microsoft Word 2013

85
 Chapter 1…
Basics & Font Group

Contents …
 Introduction and overview of Microsoft office 2013
 Starting a new Document
 Page Setup
 Mini Tool bar
 Office Clipboard
 Using Save as to Make a Copy
 Auto Recover
 Exporting documents
 To export a documents as PDF file
 To export a document to other file type
 Closing a document
 Opening an existing documents

Introduction and overview of Microsoft Office Word 2013

Microsoft Office Word 2013 is the most powerful and sophisticated Word Processing program
available today. A computer program to create, edit and produce text documents is the word
processor. Through Microsoft Office Word 2013, you can create professional looking documents of
nearly any type. You can also add tables, charts, art, shapes, pictures and much more.

How to start Word 2013

We can start MS Word 2013 by any of following way.
Way 1 - Click Start All Programs Microsoft Office 2013 Microsoft Word 2013.
Way 2 – Click Start Run Type WinWord Ok.
Way 3 - Press Windows Key + R Type WinWord Ok.
Way 4 - Right-click Choose New from the Pop-up menu - Click Microsoft Office Word document
from the sub-menu - Double-click on the MS-Word icon to open.

Starting a New Document

Whenever you open the Word program window, there’s a brand new document waiting for you to
start with. After you start adding content to the document, you can save it as a file and revisit it
again. You can also start new document at any time. Click Blank Document. You can also choose a
document type from the list of available templates; click the one you want to use as a base for the
new document to see a sample of the document in the right pane.

86
Following the the basic window which you get when you start word application.
Let us understand various important parts of this window.

87
 Quick access tool Menu Bar
Title Bar

Ribbon

Document

Horizontal / Vertical
Scroll bar

Status Bar
Task Bar

a. QUICK ACCESS TOOLBAR: Use the Quick Access toolbar to save document or to undo and
redo actions.
b. FILE TAB: The Office Button, when clicked, lets you open backstage view with all kinds of
option and feature for working with the document file.
c. RIBBON TAB: The Ribbon groups Word’s commands into tabs. Click a tab to view the associated
commands.
d. PROGRAM WINDOW CONTROLS: Use the program window controls to minimize, maximize
(also called restore down in this case), or close the Word program window,
e. DOCUMENT AREA: The document work area is where you type and edit text and other
document elements, with scrollbars on the right and bottom for moving around the screen. Click the
scroll arrow buttons to move your view of the document page or drag the bar.
f. STATUS BAR: The Status bar displays status items, such as the current page you’re viewing and
word count.
g. VIEW BUTTON: The five View buttons let you choose a layout view for the document
h. ZOOM Control: Use the Zoom bar to change the magnification level for viewing your document.

88
 Working with the Ribbon
The Ribbon displays the commands you need to accomplish various Word tasks. Related commands
are displayed in groups represented by tabs along the top of the Ribbon. To view group, click its tab.

1) Click a Ribbon Tab name.

2) The Ribbon displays all the associated commands and features for that Group
3) To activate a Feature or Command, click the one you want to use. Some commands activate
immediately, while others require additional input through a menu or dialog box that opens
4) Anytime you see this Dialog Box Launcher near a Group of commands, you can click it to open a
dialog box with additional controls you can set.
5) When you finish fine-tuning the settings in the dialog box, you can click OK to apply the changes.
6) Click the Show Tabs button to reduce the Ribbon to show only the tab names and click on Auto-
hide Ribbon to hide the entire Ribbon when you work on your document area but if you click the top
of the application it shows 7) Click the button again to view the full Ribbon

Quick Minimize You can also minimize the Ribbon by double-clicking on a tab name. Click a tab
name again to bring back the full Ribbon display.

Creating a Document
When you open word by default it provides a default blank document which you can directly use to
do something. But if you are an existing document and want to create a new document then directly
click on File tab New Blank Document OR Press Ctrl + N.

Page Setup

This
helps you
to define a
paper size
for the
current
document
having its
margin
values and
other page
properties.
On the
Page Layout ribbon, you will find a group devoted to setting up your page. In Page Set up there are
so many options but today you will be familiar with the following:

89
 Margin: Margins are the white space around the page’s edges. To change the margins click the
Margins button on the Page Setup group and pick a preset size.

Orientation: You switch the direction in which a page is laid out on the paper. The default
orientation is Portrait, in which the page is taller than it is wide. You can set the orientation to
Landscape, in which the page is wider than it is tall.

Paper Size: You can switch to one of the sizes available for the selected printer by making selection
from a list.

Previewing and Adjusting Page Layout

Usually while you’re creating a document, you’ll make decisions about the size of the margins and
the direction of the page (called the orientation) to best suit your content. You can use the Margins
and Orientation commands in the Page Setup group of the Page Layout tab to make any necessary
adjustments to the document, and you can use the Size command to change the paper size. You can
also setup the page (s) using Page Setup dialogue clicking on the quick box launcher in the bottom
right hand corner of the group.

Changing Measurement Units

Microsoft Word uses different measure units. By default all measurement values are set in Inches.
However you can change it. Following are the steps to change measurement:
1) Click File Tab Options Advanced
2) Select the required measurement system from the Show Measurement in Units drop down.
3) Finally Click OK button

If you change measurement unit of ruler’s, Page setup dialog box’s unit will automatically be
changed. This measurement system will be permanent for the document till further change. There is
a relation between different measurement systems as given below.
1 Inch = 2.45 Centimetres = 72 Points = 6 Picas.

Formatting Text
Appearance of text is very important for any document: Look of the text always adds some values to
your document. Text size, Colour and appearance of the text are controlled mostly by font Group.

Formatting using Font Group

Font group provides the quickest way for controlling various font attributes such as the font and the
font size, Colour etc. You can also access several more font attributes in the Font dialog box. To
access the Font group, just click the Home Tab.

90
Font Font is the Type face you use for entering any text in your document. Each
font has a particular look and feel that makes it unique. Each font is identified
with different names such as Arial, Courier, Times New Roman etc.
Different Fronts and their looks:
Institute of Industrial Accountants Font used TOHOMA
Institute of Industrial Accountants Font used Century Gothic
Institute of Industrial Accountants Font used Arial
Size Change the font size. Enter or select the desired size like 10, 12 etc. Word
2007 supports Minimum Font Size 1 and Maximum 1638. For any size that
is not available in the dropdown list you have to enter the size.
Basic formatting ✓Bold: Click the bold button (B) on the Home ribbon or press Ctrl +B.
✓Italics: Click the italics button (I) on the Home ribbon or press Ctrl + I.
Underline: Click the underline button (U) on the Home ribbon or press Ctrl
+U.
Strikethrough abc It places horizontal line through the text. Example: Ashok
Superscript & Select the text that you want to format as superscript or subscript.
Subscript x2, x2 ✓Superscript (Press CTRL +SHIFT+=) Text is made smaller and placed
above the base line. Examples: Superscript- a2
✓Subscript (Press CTRL+=)Text is made smaller and placed below
surrounding the text Examples: Subscript –H2O

Change Case Text can be changed in Sentence case, lowercase, Uppercase, Capitalize Each
Word or Toggle case.
Font Colour Changes the text Colour.
Text Highlight To highlight the sentence, word, letter with Colour
Colour
Increase/Decrease Increase Font button or the Decrease Font button to increase or decrease the
Font size font size. Grow font / shrink font

Clear formatting After adding a number of formats to a paragraph, you decide that you really
don’t like the way it looks you can remove the formatting with one click.

Text Effect and You can change the look of your text by changing its fill, changing its outline,
Typography or adding effects, such as shadows, reflections, or glows.

91
 Mini Toolbar

Mini Toolbar is activated when you select text to be formatted. This Tool bar is miniature and semi-
transparent to help you work with styles, and font sizing alignment, Text Colour, indent levels and
bullet features

Opening the Font Dialogue Box

Shortcuts to open Font Dialog box:
 Open the main Font dialogue Ctrl + D Open the Font dialogue to the
font face list Ctrl + Shift + F
 Open the Font dialogue to the font size list Ctrl + Shift + P

Why to use Font Dialog box?

92
Font toolbar certainly provides the quickest way for controlling various fonts attributes but you can
access several more font attributes in the Font dialog box. When you initially open the Font
dialogue, by default it opens Font tab. Here, you can use the various options to set font face, style,
size, Colour, effects and other character attributes such as strikethrough, superscript, and shadow.
You can also choose an underline style and Colour. At the bottom, you will see a preview of your
effects applied to sample text. To apply the changes, click OK. For not applying the selected
formatting, click on cancel button.

Using the Advanced Tab

The other tab in the Font dialogue is the advanced tab. It Contains Scale, Spacing, Position and
Kerning fonts. Any options you set will be reflected in the preview pane.

Setting your Default Font

You can set these particular Settings (i.e. Font and Character spacing) as Default clicking on Default
button the bottom left hand corner of the Font dialogue. This way, whenever you open Word, this
font will be used automatically. Once you click the Default command, you will be warned of the
change that you are about to make. If you choose “This document only?” Then only the current
document will change.

Embedding Fonts
Microsoft Office Word 2013 contains some new fonts, most notably Calibri. If you are sending
documents to people using older versions of Word, you should make sure the fonts are saved with

93
the document. This is called embedding fonts. For embedding fonts go to File Tab Choose Options.
Then, click the Save category on the left hand side. Turn on Embed fonts in the file and Embed only
the characters used in the document option at the dialogue. Finally click OK button.

Office Clipboard

We know that the paste command can only insert the last item that was cut or copied. If you want to
cut and paste (or copy and paste) more than one items which have been cut under different sessions,
you should use the Office clipboard as it can contain up to 24 items. To obtain this feature you have
to click on Clipboard option under the Home ribbon after which the right hand Clipboard Menu
appears:

Now, if you cut or copy an item, it will automatically appear in the clipboard. You will also see a
notification in the bottom right hand corner of your screen, confirming that the item has been
collected. To paste an item from the clipboard, click your cursor where you want the item to get.
Then, right-click the item and click Paste. Note that you can also delete the item (s) from the
clipboard using Delete or Clear All buttons. Paste all button at the top of the clipboard to paste all
items at a time. To close the clipboard, click the (x) sign.

Saving a Word Document File

When you create a new document in Word, you'll need to know how to save it so you can access and
edit it later. As with previous versions of Word, you can save files to your computer. If you prefer,
you can also save files to the cloud using One Drive. You can even export and share documents
directly from Word.

Save and Save As

Word offers two ways to save a file: Save and Save As. These options work in similar ways, with a
few important differences.
• Save: When you create or edit a document, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need to
choose a file name and location the first time. After that, you can click the Save command to
save it with the same name and location.

94
 • Save As: You'll use this command to create a copy of a document while keeping the original.
When you use Save As, you'll need to choose a different name and/or location for the copied
version.

About One Drive

Most features in Microsoft Office, including Word, are geared toward saving and sharing
documents online. This is done with One Drive, which is an online storage space for your
documents and files. If you want to use One Drive, make sure you’re signed in to Word with your
Microsoft account. Review our lesson on Understanding One Drive to learn more.

To save a document:
It's important to save your document whenever you start a new project or make changes to an
existing one. Saving early and often can prevent your work from being lost. You'll also need to pay
close attention to where you save the document so it will be easy to find later.

Locate and select the Save command on the Quick Access Toolbar.

1. If you're saving the file for the first time, the Save As pane will appear in backstage view.
2. You'll then need to choose where to save the file and give it a file name. Click Browse to select a
location on your computer. Alternatively, you can click One Drive to save the file to your One
Drive.

95
3. The Save As dialog box will appear. Select the location where you want to save the document.
4. Enter a file name for the document, then click Save.

5. The document will be saved. You can click the Save command again to save your changes as
you modify the document.
You can also access the Save command by pressing Ctrl+S on your keyboard.

96
 Using Save As to make a copy

If you want to save a different version of a document while keeping the original, you can create
a copy. For example, if you have a file named Sales Report, you could save it as Sales Report 2 so
you'll be able to edit the new file and still refer back to the original version.
To do this, you'll click the Save As command in backstage view. Just like when saving a file for the
first time, you'll need to choose where to save the file and give it a new file name.

To change the default save location:

If you don't want to use One Drive, you may be frustrated that One Drive is selected as the default
location when saving. If you find this inconvenient, you can change the default save location so This
PC is selected by default.
1. Click the File tab to access backstage view.

1. Click Options.

97
2. The Word Options dialog box will appear. Select Save on the left, check the box next to Save to
Computer by default, then click OK. The default save location will be changed.

AutoRecover
Word automatically saves your documents to a temporary folder while you are working on them. If
you forget to save your changes or if Word crashes, you can restore the file using AutoRecover.

To use AutoRecover:
1. Open Word. If AutoSaved versions of a file are found, the Document Recovery pane will appear
on the left.
2. Click to open an available file. The document will be recovered.

98
By default, Word AutoSaves every 10 minutes. If you are editing a document for less than 10
minutes, Word may not create an AutoSaved version.
If you don't see the file you need, you can browse all AutoSaved files from backstage view. Select
the File tab, click Manage Versions, and then choose Recover Unsaved Documents.

99
 Exporting documents
By default, Word documents are saved in the .docx file type. However, there may be times when
you need to use another file type, such as a PDF or Word 97-2003 document. It's easy to export your
document from Word to a variety of file types.

To export a document as a PDF file:

Exporting your document as an Adobe Acrobat document, commonly known as a PDF file, can be
especially useful if you're sharing a document with someone who does not have Word. A PDF file
will make it possible for recipients to view—but not edit—the content of your document.
1. Click the File tab to access backstage view, choose Export, then select Create PDF/XPS.

1. The Save As dialog box will appear. Select the location where you want to export the document,
enter a file name, and then click Publish.

100
If you need to edit a PDF file, Word allows you to convert a PDF file into an editable document.
Read our guide on Editing PDF Files for more information.

To export a document to other file types:

You may also find it helpful to export your document to other file types, such as a Word 97-2003
Document if you need to share with people using an older version of Word or as a .txt file if you
need a plain-text version of your document.

1. Click the File tab to access backstage view, choose Export, then select Change File Type.

101
1. Select a file type, then click Save As.

102
2. The Save As dialog box will appear. Select the location where you want to export the document,
enter a file name, and then click Save.
You can also use the Save as type drop-down menu in the Save As dialog box to save documents to
a variety of file types.

Sharing documents
Word makes it easy to share and collaborate on documents using One Drive. In the past, if you
wanted to share a file with someone you could send it as an email attachment. While convenient, this
system also creates multiple versions of the same file, which can be difficult to organize.
When you share a document from Word, you're actually giving others access to the exact same file.
This lets you and the people you share with edit the same document without having to keep track of
multiple versions.
In order to share a document, it must first be saved to your One Drive.

To share a document:
1. Click the File tab to access backstage view, then click Share.

103
2. The Share pane will appear.
Click the buttons in the interactive below to learn more about different ways to share a document.

104
 Word Document Formats
By default word 2013 saves a file in .docx extension but you can also save the file in other format.
Click on Save as Type and choose the other formats. If you click on Save as type box you will be
given different document formats,

Closing a Document

We generally close a document whenever we are not interested to exit from word but shut the
document.
1) Click File Tab Close option.
If you click on the Exit Word command you will be exit from word. You can also close word by
clicking on Close button at the top right end corner of the window. If you try to close Word
document that you haven’t saved yet, you will be asked confirmation of saving. If you click on
Don’t Save button it will exit without saving the document. Clicking on the Yes button will close
the file after saving it.

If you would like to insert a dummy text in to a document using MS Word 2013, you can do so by
=rand () and pressing ENTER. You can also pass variables to the rand () function, rand (p, s), Where
p is the number of paragraphs and s is the number of sentences that you want to appear in each
paragraph. You can also use = lorem () and press enter key.

Opening an Existing Document

105
 There are different ways to open a Word documents.
1) Firstly select the file and double- click on it. OR
2) Whenever you are in Word, click on File Tab Click on Open or use the Ctrl + O shortcut.
This will launch the Open dialogue. Now select the click on open button

106
 Assignment 1:

Q. 1 Create a new document with following functions

Page Size should A4
Top Margine at least 1.5 “
Bottom Margine Should 1”
Page Boarder ½ pt

Q.2 Type following matter in above page follow the following instructions
Font Size 11
Font times Roman
Justify to paragraph
Your skills of writing Paragraph will make you a perfect man.If you look at any printed prose
book, you will see that each chapter is divided up into sections, the first line of each being indented
slightly to the right. These sections are called Paragraph. Chapters, essays and other prose
compositions are broken up into paragraphs, to make the reading of them easier.

For the beginning of a new paragraph marks a change of topic or a step in the development of an
argument or of a story. In writing essays or other compositions, it is important to know how to
divide them properly into paragraphs. For an essay not broken up, looks uninteresting and is not easy
to read.

107
 Chapter 2…
Paragraph & Alignment

Contents …
 Paragraph formatting
1. Alignment
2. Indentation
3. Spacing
 Bulleted or Numbered list
 Borders and shading
 Format painter

Paragraph formatting options are given under paragraph on the Home Ribbon.

Paragraph Formatting Commands

Alignment
It is an important text attribute for the document that aligns text on the page. Word supports four
types of alignment: (i) Left (ii) Right (iii) Center and (IV) Justify.

Left
Justify
Right
Center

▶Left Alignment – Aligns the left edge of text at this spot. The default aligned is on the left.
Shortcut is Ctrl + L.
▶Right Alignment – Texts are aligned at the right margin, and text lines show a ragged left edge.
Shortcut for this option is Ctrl + R

108
▶Center Alignment – Centers the text. Text is centered between the left and right margins of the
page Shortcut of this option is Ctrl + E.
▶Justify Alignment – Text is justified either side of left or right. In other words, text is aligned at
both the right and the left margins. The shortcut of this option is Ctrl + J.

Alternatively you can also do paragraph alignments through Paragraph dialog box and select the
required alignment from the Alignment drop down.

Indentation
Indentation determines the distance the paragraph from either the left or the right margin. Within the
margins, you can increase or decrease the indentation of a paragraph or group of paragraph create
negative indent (also known as outdone), which pulls the paragraph out toward the left margin. You
can also create a hanging indent, in which the first line of the paragraph is not indented, but
subsequent lines are indent.

Indenting Using the Ruler

You may have noticed the following two odd icons on the ruler.
A first line indent (An indent is how far each line of the paragraph is set in form the margin). Only
indents the first line of the paragraph rather than the whole thing.
A hanging indent does the opposite: it doesn’t indent the paragraph, but does indent the rest of the
lines.
To add an indent, click trough the tab buttons to choose the type of indent that you want. Then, click
the place on the ruler where you want the indent to appear.
Like tabs, if you create an indent in a line that already has text; the indent will only be available for
that paragraph and indents can be moved just like tabs, by dragging them around the ruler.

Indenting Using paragraph group

If you want to indent the entire paragraph, you can use the indent buttons on the Paragraph group
of the Home ribbon. Use the right-facing button to increase the indent. Use the left-facing button to
decrease the current indent.

Indenting Using the Indents and Spacing tab

On the Home Tab Click on Paragraph dialog box launcher to display the Paragraph dialog box.

Line Spacing To create space between lines of text

Shading Colour the background behind the selected text or paragraph.
Border Customize the borders of the selected cells or text.
Bullets Looking for an effective and visually appealing way to set off txt in your Word
documents using some symbolic marking.
Numbering Word’s automatic numbering formats allow you to easily create lists that have
one leading zero.

109
 I Multilevel The Multilevel List provides various styles of multilevel list.
t List
Decrease Decrease the indentation of the current selection (to the left)
c Indent
o Increase Increase the indentation of the current selection (to the right)
n Indent
t Sort Alphabetize the selected text or sort numerical data
a Show/Hide It is useful to display non-printing characters such as Paragraph Marks, Spaces,
i Tab Markers, and Line Brakes in your document.
ns Indents and Spacing and Line and Page Breaks control tabs. From Indents and Spacing
Control tab select the Indentation as per condition. There are different types of indents that can be
applied to a paragraph.

Indent Type Results

Left Line Indent Indents all the lines of the paragraph a specified distance from the left
margin
Right Line Indents all the lines of the paragraph a specific distance for the right
Indent margin
First Line Indent Indents just the first line of a paragraph a specified amount, leaving all
other in the paragraph alone.
Hanging Indent Indents all the lines of the paragraph a specific distance from the left
margin except first line.

Spacing
This is another option for creating effective Paragraphs available in the paragraph dialog box. To create
white spaces on the page you can use Line Spacing and Paragraph Spacing. Line spacing can be set for
each paragraph in the document or lot for selected text. Setting line spacing for a blank document allows
you to set default line spacing for all text paragraphs that will be placed in the document. Changing
Line Spacing

110
 To change line spacing, first place your cursor in the paragraph that you want to change. Then, click
the Line spacing command on the Home Tab and choose your spacing. Also you can use Paragraph
dialog box option. Click The Line Spacing drop down box and select any one of the following
options:
 Single– Spacing accommodates the largest font size found on the lines and adds a small amount of
white space.
 1.5 – The line spacing is one-and-half times greater than single spacing.
 Double- Twice the size of single line spacing.
 At Least- Line spacing will adjust to accommodate the largest font on the line and special items,
such as graphics.
 Exactly – All lines are equally spaced, and special font sizes or items such as graphics are not
accommodated. These items will appear cut off in the text. You can accommodate these by using the
multiple boxes described next to shift all the text lines to a higher spacing percentage that
accommodates special items.
 Multiple – You may specify the line spacing with a particular percentage. This feature is used in
conjunction with the exactly option to set a line spacing percentage that accommodates special font
sizes or graphics found in the document.

Paragraph Spacing
Paragraph Spacing option provides before and after scopes. To add extra space between Previous
and Current paragraphs, define value on before option and after option is used to add extra space
between Current and Next paragraphs. This spacing increases the readability of the document text.

Line and Page Breaks control tab

111
Line and Page Breaks control tab contains Pagination controls and others. Line and Page Breaks
control tab is used to define text flowing method from one page to another and that to show the
relation between texts and paragraphs. On the Home tab, click the Paragraph button to display the
Paragraph dialog box.

Window/Orphan control
The first line and the last line of a paragraph are known as Window and Orphan lines. If this option
is ON then Word does not allow the singly standing first line of a paragraph at the end of the page or
the singly kept apart last line of a paragraph at the beginning of the page.

Keep with next

This option creates a link between the current and the next paragraph. If the next paragraph is going
for the next page, the current paragraph will be shifted to the next page automatically. Select the
paragraph that will be linked up with the next paragraph. Click on the Keep with next check box.

Keep lines together

This feature keeps all lines of a paragraph in page intact. If any line is sliding for the next page all
the lines of the paragraph will be shifted to next page. Select a paragraph that contains lines some at
the bottom of one page and some other at top of the very next page and if you want to keep them
together, click on the Keep lines together check box. Click ok and check the effect.

Page break before

This option sends the current paragraph to the next page. It will be placed at the beginning of the
next page. Turn on the option Page break before.

Suppress line numbers

This option turns off line numbers from the selected lines if they have already numbered by the Line
numbers button of the Page Setup option.

Don’t hyphenate
It suppresses automatic hyphenation from the paragraph/selected text.

Bulleted or Numbered List

112
 An excellent way to clearly provide information is to present it in numbered or bulleted list.
Everything from a shopping list to an outline for a book report to a business plan can make use of
lists. Word makes it easy to create bulleted and numbered lists.

Creating a Bulleted or Numbered List

1) Select the text that you want to apply a Bulleted or Numbered list, place the insertion point where
you want to being typing a new list.
2) On the home tab, in the Paragraph group, click the Numbering button for a numbered list or the
Bullets button for a bulleted list.
3) After completing the first line, press enter to start the second list item.
4) When the list is completed, press enter twice to create an empty paragraph and to turn off the list
formatting.

Press Shift-Enter to place blank lines between numbered and bulleted lists.

Alternatively you can also apply bullets or numbering just selecting text and applying the necessary
bullets or numbering style.

Modify the List:

Right click in the paragraph you want to change from the shortcut menu, choose the action you want
for that item in the list. If you need the bullet other than the existing ones, click on Define New
Bullet. Another dialog box will come. To select a symbol for your bullet, Under Bullet character,
click Symbol. The Symbol dialog box appears. From the Font pull-down box, select the desired font

113
 in the scroll box; select the desired bullet character click ok. To select a picture for our bullet, Under
Bullet character, click Picture. The picture Bullet dialog box appears. In the scroll box, select the
decided bullet character Click ok. If you want to customize numbered bullet then click on numbered
list pull-down menu. The Numbered List pull-down menu appears. Select Define New Number
Format. The Define New Number Format dialog box appears. You can make your choice of number
style out of the number style drop down list.

Multilevel List
This is a special feature of Word to generate multi-level (called a nested list). If you need to classify
the relationship of item by listing them under specific categories; you can quickly and easily create a
multilevel list.

Creation Multilevel List

1) Start typing the first line of your list.
2) On the Home tab, in the Paragraph group, click the arrow next to Multilevel List.
3) Click a multilevel list style in the gallery of styles.
4) Type your list. Use Tab and Shift +Tab keys together for forward and backward movement of
bulleted levels respectively.

Creation of multilevel list style to add to the gallery

If any multilevel list what you are looking for is not available in the gallery, you can also create and
define a new style and use the list style each time you begin a document. The new multilevel list
style is added automatically to the gallery of list styles. You can create the following steps:
1) On the Home tab, in the Paragraph group, click the arrow next to Multilevel List.
2) Click Define New Multilevel List to get Define New Multilevel List dialog box.
3) Beginning with level 1, enter your number format, font, and position choices. Continue to
define each level that you want to use in your multilevel list. Click OK.
List Style
You can create your own list style to apply similar alignment, number or bullet characters, and fonts
to lists. To create a List Style on the Home tab, in the Paragraph group, click the arrow next to
Multilevel List. Click Define New List Style dialog box. Type the style name into name box and do
the formatting according to your requirement like (Bold, Colour, Alignment, Symbol, picture, font
size, number, bullet etc.). Click on Ok. Select the options that you want, or click format to see more
options. To use the new style in new documents based on the same template, select the new
document based on this template check box. Word adds the new style to the template that is attached
to the active document. Here new list style can be defined for the current document and for other
documents also.

The basic difference between the Define New Multilevel List and Define New List Style
commands is that the Define New Multilevel List command is convenient for creating and saving a
list style that you won’t ever change or that you will use in a single document. But the Define New
list Style command is to change the style design you created. If you use the Define New List Style
command to define a new list style and then you make changes to the style, every instance of that list

114
 style is updated in the document. Here you have the option to create the list for current document
and for other documents also.

Borders and Shading

By using this formatting feature you can set a border to the paragraph(s) as well as page border to
appear surrounding the print area and can also highlight any particular portion of such matter using
Shading option to keep the appearance of matter more attractive.

Adding a Border or Shading to a Paragraph

You can use border and shading fill in the background of a paragraph, or selected text.
1) First you must select the area you want to border and shade.
2) On the Design tab Click the Page Borders command the Borders and Shading dialog box appears.
Click the Borders tab.
3) Click the type of border you want. Specify a line style, Colour and width. To customize the border
from the side of the paragraph the button represents. To replace the border, click the button again.
4) Click option to change the distance of the border from the text.
5) To add shading, click the Shading tab.Select the options you want. Choose the fill Colour.
Use “More Colours” if needed. You can also choose a pattern style
6) Choose paragraph Apply to pop up. Click OK and you’ll see your settings applied to that part of
your document.
Placing a Border around a page

115
1) On the Design Tab Click the Page borders button, the Borders and Shading dialog box appears.
2) Click the Page Borders tab of the Borders and Shading dialog box.
3) Choose the type of border you want. You can add borders in different line style, colour, and width,
as well as a variety of graphical borders.
4) To customize the border from the side border button if you want to remove the border. To replace
the border, click the button again.
5) Click option to change the distance of the border from the text. To keep a good look, you can also
use Shading tab if needed.
6) Choose the colour you want. You can also use patterns. Click OK.

You can add a border to any or all sides of each page in a document, to pages in a section, to the first
page only, or to all pages except the first. You can add page borders in different line styles and
Colours, as well as a variety of graphical borders. You can also apply attractive inbuilt Art as page
border. Custom option under page border is to alter individual border style.

Decorative Horizontal Line

1) Click at the position in the document where you want the line to appear.
2) On the Home Tab click the Borders Dropdown
3) Click on the Horizontal Line

To modify the Line right click on it and click on Format Horizontal line to display the Format
Horizontal Line dialog box. Make any modification you want.

Format Painter

In Word 2013 you can copy the format

of selected text and paste the copied
attributes to a „target‟ selection.
1) Simply select the text, double click
the Format Painter on the Home tab (it then
remains active until you press Esc or click
the button again).
2) Note the paintbrush that stalks your
cursor as you move it. When you select your target text, the copied formatting is applied as soon as
you release the mouse button.

Also you can use Mini Toolbar.

If you would like to apply formatting to more than one area, double click the Format Painter icon.
This makes it stay on inevitably; meaning nearly anything you click after will reflect the formatting.
To turn this off again, just click the Format Painter icon again. To display all the available shortcut
keys so that you can choose the one you want. To toggle the display of shortcut keys simple press
ALT and wait a moment. The Key Tips appear on the commands whenever they’re found; simple
press the letter of the command you want to select.
116
 Assignment 2:

Q 1 Prepare list of your friend circle and give it bullets by number, List would at least 15 people.

Q.2 and border & shade it by grey colour.

Q.3 Apply it left Alignment.
Q.4 give font size 11.
Q.5 Let us suppose you are given the following unformatted document and you are to format it as
per the given instruction

History (Bold, bring it at Centre, Font Size = 14)

On the Insert tab, the galleries include items that are designed to coordinate with the overall look of
your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and
other document building blocks. When you create pictures, charts, or diagrams, they also coordinate
with your current document look. (Apply Line Spacing 2)

You can easily change the formatting of selected text in the document text by choosing a look for the
selected text from the Quick Styles gallery on the Home tab. You can also format text directly by
using the other controls on the Home tab. Most controls offer a choice of using the look from the
current theme or using a format that you specify directly. (Apply Red Colour &font italic)

To change the overall look of your document, choose new Theme elements on the Page Layout tab.
To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set
command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that
you can always restore the look of your document to the original contained in your current
template.(Give the justify Align to all paragraph)

117
 Chapter 3…
Edit PDF’s Files & Other Functions

Contents …

 Change Case
 Drop Capital
 Open and Edit PDFs in Word
 Adding Page Number to a documents
 Page break and Section Breaks
 Understanding Columns Header and Footer

Change Case
Using uppercase, lowercase or some combination thereof. It is not formatting.

How to use change case option?

1. Select the text which you want to change.
2. On the Home tab go to change Case button, from the drop list select the option which you
want.

 Sentence case converts the first character of the sentence into capital letter.
 Lowercase converts the selected matter into small letters.
 UPPERCASE converts entire selected text into capital letters.
 Capitalize Each Word option converts only the first characters of each word of text
selected into capital letters.
 tOGGLE cASE is used to make opposite case within the selection, i.e., small letter will
get converted into capital and vice versa.

118
Using the Shift+F3 method allows you to cycle through three different case scenarios:
UPPERCASE, lowercase, tOGGLe cASE and Capitalize Each word. If you need greater control,
then you need to use the menu.

Drop Capital
A drop cap is an especially large letter, usually at the beginning of a paragraph. The letter drops
from the top of its own line down several lines below. Drop caps are usually used to make first letter
in a book, chapter or article large.

119
 Step to Create a Drop cap

1) Select the paragraph or leave the cursor within the paragraph that you want to begin with a dropped
capital letter.
2) On the Insert tab go to Drop Cap button, from the drop down list point to the different choices to
see the effect.
3) Click Drop Cap Option.

You can undo a drop cap by clicking it and then choosing Drop Cap None

e.g.

ideo provides a powerful way to help you prove your point. When you click Online
Video, you can paste in the embed code for the video you want to add. You can also
V type a keyword to search online for the video that best fits your document.

Open and edit PDFs in Word

Word 2013 can not only open a PDF document, It also enables you to edit it – without need of a
third- party application. You can also edit the data inside tables and move images around the
document. When you’re finished, you can save the document as either a PDF or a word file. This is
a must-have feature for anyone who works with PDFs frequently.
To open a PDF file in word: Right click on the file Open with Word.

Resume reading:
Reopen a document and keep reading right where you left off. Word remembers where you were-
even when you reopen an Online document from a different computer

Reading Mode
This mode allows users to flip through documents in a book-like layout, without the distraction of
editing tools. When a document opens in Reading mode, you cannot make changes to the document
and use edit tools or see the ribbon.

Adding Page Number to a Document

In the page number gallery, you can select a

page number at the top or bottom of the page and
aligned in various ways with formatting that
range. You can also position the page number in
the margin at the side of the page.
In case you want to place only page number
on your document pages, you can simply

120
1) Go to Insert tab click the Page Number button on the drop down menu point to the location
where you want the page number to appear.
2) From the gallery choose page - numbering design you want.
3) To change the numbering format click on Format Page Number.
4) If you gave more than one section, then use page numbering option to specify whether you
want the page numbering to restart at the beginning of each section.
5) Click OK.
6) To remove the page number, click on Remove Page Number option.

Page Breaks and Section Breaks

Word uses breaks to specify parts of a document that have different page orientation, columns, or
headers and footers and also allow the user to specify where the different formatting will begin and
end.
The following gives a brief description of the different type of break available to the discerning
Word 2013:

121
 Page Breaks
Page A Page break will force everything after the break onto a new
page. In effect it marks the point at which one page ends and
the next page begins.
Column A column break will force everything after the break into the
next column
Text Wrapping Specifically for web pages and blog entries, a text wrapping
break separates text around objects, such as caption text from
body text.
Section Break
Next Page Section Break A next page section break firstly marks a section break in the
document, and then starts a new page, just like a Page Break.

Continuous Page Section This is the same as the Next Page Section Break, except that it
Break will start a new section on the next even-numbered page

Even Page Section Break An even page break is just like a Next Page Section Break,
except that it will start a new section on the next odd numbered
page.
Odd Page Section Break Similar to the Next Page Section Break and Even Page Section
Break, except that it will start a new section on numbered page.

Page Break
As you create your document, Word automatically starts a new page (current page) to be filled by
the user with text, graphics or tables as many are required. You can insert your own page break into
the document as per the need using this option. Page Break creates a new page and forwards
remaining part of the text from the current cursor position to the next page. Alternatively, you can
use Ctrl+Enter keys together to call a Page Break.

Create Page Breaks

1) Go to Page Layout tab click the Breaks button from the Page Setup group 2) In the gallery
that appears, click on Page option.

Understanding sections
A section is a part of a document that contains its own page formatting. You can direct page-
formatting commands to affect only a section rather than span an entire document. With each section
separate from the others, a document can have multiple page formats.

122
 For example, in figure below, the document that’s illustrated contains two sections. The first is four
pages long and uses Roman numeral page numbers. The second section starts on Page 5, where the
page number format is restored to normal but starting at page number 1.

Section 1 Section 2

I ii iii iv 1 2 3 4 5 6

In following example we have document with have four sections. The first is the cover page,
followed by a regular document format. Section3, however, contains one page in landscape format.
That’s followed by Section 4, which is back to normal.

Obviously, when your document’s page formatting is the same from head to tail, there “no need to
go with sections. For anything else, sections are truly a blessing.

Insert a Section Break

1) Place the cursor where you want the section break.
2) Go to Page Layout tab click the Breaks button form the Page Setup group.
3) In the Section Breaks gallery select from one of four section breaks: Next Page (beings the
section at the top of the next page), Continuous (begins the new section on the same page),
Even Page and Odd Page (begins the new section on the next odd numbered or even-
numbered page in your document.
4) Click OK.
In Print Layout view, the section break appears just like any other page break. To determine whether
a page break is a real page break or something else, you must switch to Draft view and use the
show/Hide command: click the show Hide command button on the Home tab or press Ctrl+shift+8.
In the middle of a double row of dots.

Understanding columns
Whenever you are working with a Word document, it always maintains a single column to keep
document text within left and right margins. Some information is most effectively presented in
Newspaper Columns. In which text flows the bottom of one column to the top of the next. All
text you write in Word is already formatted in a column. One column per page.

When you desire columns for whatever you’re graphics and other design elements and then
writing, what you really need is desktop laying things out as a professional would. DTP
publishing or DTP, software is built for such Word’s ability to march text
Desktop publishing isn’t about writing; it’s into columns isn’t its best feature. Columns
about assembling already written text with work for smaller documents like One–sheet
123
newsletters or fliers. Beyond that, it is
recommend using DTP software for your
demanding documents. Both Adobe in Design
and Microsoft Publisher are good place to start,
if you’re interested

2
 . Breaking up your text into columns
To divide the document text into multiple number of columns,
1) Select the content, on the page Layout tab click columns button.
2) Select the columns layout you want.

Using columns dialog box

The columns menu lists only two-column formats, plus one three-column format. For
anything different, such as more than three columns, choose Columns More Columns and
use the Number of Columns box.

Formatting columns
▶ Type the Number of columns you want
▶ You can make specific column adjustments in the Width and Spacing area of the dialog
box.
▶ If you want an attractive Line between the columns of text, put a check in the Line
Between boxes.
▶ Sets Equal column width for all the columns in the section that contains the insertion point,
for a selection, or an entire document. If you select the Equal Column Width check box,
you can change only the measurement in the Spacing box; Word automatically calculates
the column width.
▶ Select the portion of the document to which you want to Apply Column Formatting.
▶ Starts new column at the insertion point by inserting a column break.
▶ The Preview box shows the effects of the chosen formatting before you apply it.

Inserting column breaks

When you want to keep on using columns but want the text you’re writing to start at the top
of the next column, you need a column break. Follow these steps:
1) Place the insertion pointer where you want your text to start at the top of the next column.
Click the Page Layout tab.
2) From the Page Setup group, choose Breaks Column.
3) The text hops up to the top of the next column

Remove columns from a document

Place the insertion pointer where you want your columns to stop.
1) Click the Page Layout tab.
2) From the Page Setup area, choose Columns More Columns. 3) In
the Columns dialog box, choose one from the pre-sets area.
4) From the Apply To drop-down list. Select This Point Forward.
5) Click OK

Removing columns from a document doesn’t remove any section breaks. You must manually
delete them.
 Headers and Footers

To add some
additional information
to your document,
such as current date,
file name, company
name etc. that need to
be appeared at Header
and Footer margins on
each page of a document, use Headers and/or Footers. You can insert a Company Logo or
page numbers etc. in these areas. Headers are places at the top margin and footers at the
bottom margin on each page in the current section of the document.

Headers, footers, and page numbers have their own group on the Insert tab. Several
header/footer designs are provided in header and footer building blocks. Click the Header or
Footer button and then choose the design you like, and the header/footer is automatically
added to the document. If you prefer to create your own header, simply choose Edit Header
under the designs that appear when you click the Header button. Once inserted, the document
displays the header/footer area so you can edit the content. Also once the header or footer is
inserted in a document, and the header/footer is selected/ the Header Footer Tools Design tab
displays. The Header & Footer group displays again on the Header & Footer Tools Design
Tab.

1. Header & Footer Group

The Header & Footer group lets you to format the appearance of the header or footer and/or
format page numbers.

2. Insert Group
The buttons in the Insert group let you add graphics and preformatted text elements (e.g.,
time and date, document properties) to your headers and footers.

3. Navigation Group
The Navigation group buttons let you navigate between headers and footers and from the
header in one section to the header in another section
.
4. Options Group
This group provides the options of creating a different header on the first page. You can also
select to have a different header /footer on the odd & even pages; this is useful if you need to
adjust the alignment of the headers/ footers for facing pages. If show Document Text is
deselected (i.e. there is no checkmark), then your document’s text will not show only your
header/footer will show.

5. Position Group
 This group allows you to adjust where your header appears on the page(s). The default setting
is 0.5 inches from the top and bottom of the page.

6. Close Header and Footer Group

From here you can exit the header/footer text box and continue editing your document.

Insert a predefined header or footer

1) Go to insert tab in the Header & Footer group, click Header or Footer.
2) Choose a different header or footer from the gallery that you want. And type your text.
3) Click Close Header and Footer when finished

Insert a custom header or footer

1) Go to insert tab in the Header & Footer group click Header or Footer.
2) Click Edit Header or Edit Footer.
3) Type text or insert graphics and other content by using the options in the Insert group on the
Design tab, under the Header & Footer Tools tab.
4) To save the header or footer that you created to the gallery of header or footer options, select
the text or graphics in the header or footer, and then click Save Selection as New Header or
Save Selection as New Footer
5) See the custom Header and Footer on Building Block gallery

Alternative Process:
1) On the first page of the document, double click the header or footer area.
2) Under Header & Footer Tools, on the design tab, in the options group, select the Different
odd and even and Different first page check box. Or, you can use
1) On the Insert tab, in the Header & Footer group, click Header or Footer
2) In the gallery of headers or footers, click a design labelled (odd Page), such as Austere (Odd
Page)

To create different headers and footers on different pages

When you create a header or footer, Word automatically uses the same header or footer
throughout the entire document. To create a different header or footer for part of a document,
you’ll need to divide the document into section, and then break the connection between the
header or footer in the current section and the previous one. To do this, follow the instruction
below:
❖ Step 1
Add section breaks to a document
If your document is not divided into sections, you can insert section breaks where you want
the header or footer to vary.
1) Place the insertion point at the beginning of the document that starts a new chapter.
2) On the Page Layout tab, in the Page Setup group, click the Breaks button, and then under
Section Breaks, click Next Page.
3) Repeat it for every section break that you want in the document.
❖Step 2
See the section Break
1) Click View Tab → Drafts.
2) On the Home tab, in the Find group, click Go To.
3) Click Section. Click Next to find section breaks in the document. Draft view makes it easy to
see the section breaks in the document.
❖ Step 3
Use a document’s section breaks to vary the header or footer
If your document is already divided into sections, you can use the section breaks to configure
headers and footers.
1) Starting at the beginning of the document, click in the first section for which you want to vary
the header or footer.
2) On the Insert tab, in the Header & Footer group, click Header or Footer.
3) Click Edit Header or Edit Footer.
4) On the Header & Footer tab, in the Navigation group, click Link to Previous to break the
connection between the header or footer in this section and the previous section.
5) Chang the existing header or footer, or create a new header or footer for this section.
6) In the Navigation group of the Design tab (Header & Footer contextual tab), click Next
Section to advance the cursor to the header or footer of the next section.
7) On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the
connection between the header or footer in this section and the previous section.
8) Change the existing header or footer, or create a new header or footer for this section.
9) Repeat the previous three steps for all of the sections in the document.

Editing a Section Break:

The section formats are saved in the section mark at the end of each section. Therefore, the
section mark controls all the text that precedes it. To edit a section break Display the
document in outline or Draft layout view:
1. Double-click the section break line. The Page Setup dialog box will display. If necessary,
display the Layout tab.
2. Under Section, select from the list in the Section start drop-down list. Click Ok
Generally, section marks do not display at the end of the last section in a document. You can,
of course, still change the section formats. Click in the last paragraph of the document before
you begin to change the settings.

Deleting a Section:
When a section mark is deleted, all the section formats are removed. The text above the
deleted section mark becomes part of the section below, and the formats in the section below
are applied to the text above.

To delete a section:
1. If necessary, display the document in Draft, or Outline view so the section break marks
display.
2. Click the section break mark sure the insertion point displays immediately to the left of the
section break mark. Press Delete.
 Assignment 3:

Q1 Open new file and type following matter and apply drop cap on Y and use to drop 3
distance should 0.2”
You can easily change the formatting of selected text in the document text by choosing a
look for the selected text from the Quick Styles gallery on the Home tab. You can also
format text directly by using the other controls on the Home tab. Most controls offer a choice
of using the look from the current theme or using a format that you specify directly.
To change the overall look of your document, choose new Theme elements on the Page
Layout tab. To change the looks available in the Quick Style gallery, use the Change Current
Quick Style Set command. Both the Themes gallery and the Quick Styles gallery provide
reset commands so that you can always restore the look of your document to the original
contained in your current template.
do the following

y ou .....................

Q.2 Give header to each page header name as “Ms.Office – Case & other option” in Capital.
And in footer take page number at centre.
 Chapter 4…
Microsoft Word 2013 – Table Utility
Contents . . .
 Understanding Tables in Word
 Formatting Table Layouts
 Wrapping Text around a Table
 Deleting Cells , Column or Rows
 Inserting Columns or Rows
 Caption

Understanding Tables in Word

MS-Word table consists of Rows and Columns. The intersection of each row and column forms can
contain text, numbers or graphics. Creating a Table

At the time of creating a

table, some preliminary
planning reduces the amount of
time needed later to make the
table look tight. Sometimes even
a simple sketch of one or two
lines of the table can save a
great deal of time. Once you
know what you want the
finished table to look like, you
can begin creating it by using
Word’s Quick Tables option,
by dragging out the table with
your mouse, with the Insert
Table feature, or by using the
Draw Table option.

Using Quick Tables

Word’s Quick tables feature
is useful when you want to
create a commonly used table
format such as a calendar or a
tabular list. You can choose a table style from a gallery of preformatted table. The advantage
 to using the Quick Table templates is that your table will already be formatted. All you need
to do is select the content in each cell and replace it with your own data. If you need more
table cells, you can add additional columns and rows.
1) Place the insertion point where you want the table to appear.
2) Go to Insert Tab/ in the Tables group, click Table. The Table sub-menu appears.
3) Select Quick Tables select a preformatted table, the preformatted quick Table appears in your
document.
4) Select the preformatted Quick Table sample text and replace it with your own.

Using Dragging Out:

If you don’t find a table style that meets your need, you can create a table by choosing the
Table Grid command and defining the number of columns and rows.
1) Place the insertion point where you want the table to appear.
2) From the Insert tab, in the Tables group, click Table. The Table sub-menu appears.
3) Select the appropriate dimensions by dragging your mouse in the table grid.
4) An empty table appears on your screen and you are ready to begin adding information.

Using Insert Table:

1) Place the insertion point where you want the table to appear.
2) From the Insert tab, in the Tables group, click Table. The Table sub-menu appears.
Select Insert Table. The Insert Table dialog box appears.
3) Under Table Size, type a value or use the nudge buttons to specify the number of columns
and rows.
4) To specify column width, under Auto Fit behaviour, select fixed column width and type a
value to specify the desired size. To allow the table to expand as you type, under Auto Fit
behaviour, select Auto Fit to contents. To allow the table to expand or shrink depending on
the size of the window it is displayed in, under Auto Fit behaviour, select Auto Fit to
window.

Using Draw Table:

Another way to create a table grid is to use the Draw Table tool. The advantage to drawing a
table grid is that you can create cells of varying heights and width. To draw the table borders;
1) From the Insert Tab, in the Tables group, click Table. The Table sub-menu appears.
2) Select Draw Table. Your insertion point turns into a pencil.
3) To create the frame of your table, click and drag the pencil until the outline of the table
reaches the desired size.
4) Release the mouse button. The outside frame of a table appears.
5) To draw vertical and horizontal lines to create your columns and rows, click and drag the
pencil within the table.
6) After you draw the first cell, the Ribbon will change to display the Table Tools Design tab.
The Draw Borders group at the far right side of the Ribbon displays tools for drawing table
borders
7) To remove lines from the table and merge cells, click the Eraser tool in the Draw Borders
group. The mouse pointer will change to an eraser. Click the line you want to remove
8) Press Esc to exit the drawing mode.
 Converting Text to a Table
Converting text to a table can save time, because it eliminates the need to re-enter data. When
you select text in your document before clicking the Table button, the option Converting Text
to a Table will be enabled in the Table menu. However, before converting text to a table, you
must make sure the text is separated by characters such as commas or tabs. These characters
will identify where you want to begin a new column in the table. Paragraph marks must be
used to indicate when to begin a new row.
1) Select the text click on Insert tab from the Table group popup click on Convert Text to Table
option.
2) Choose the number of columns and Separate text.
3) Click OK.
Inserting an Excel Spreadsheet
The advantage of using the Excel Spreadsheet command to create a table is that you can
utilize many of the Excel features, including merging, centring, conditional formatting,
AutoSum, sorting, and filtering. To insert Excel spreadsheet from the Insert tab, in the Tables
group, click Table. The Table sub-menu appears.

Nesting Tables
A nested table is a table inside a table cell. This technique is primarily used in building Web
pages. It can give you more control over the appearance of your table, by allowing you to
more precisely control where information in your table appears, the table is inserted inside
one of the table cells used in the structure. You can create a nested table by inserting a table
in a table cell. You can also create a nested table by copying an existing table and then
pasting it into a table cell.

Resize Table
You can use the mouse to manipulate the table, whether it’s empty or populated with text.

Entering Text in a Table

Entering text in table is done similar to that in MS-Word document. Wrapping of text within
the cell takes place automatically. To move from cell to cell within a table you can use Tab
key or Shift + Tab keys or the mouse. If Tab is pressed in the last cell of the last row, a new
row is seen automatically created. You have to use the Ctrl+Tab keys within a cell to insert
Tab characters. Arrow keys use the up, down, left, and right keys also move you around
within the table, but they still move within any text in a cell. Therefore, using the arrow keys
to move from cell to cell is rather inefficient. The Enter Key adds a new paragraph to a cell.
The Shift+ Enter key combination can break up long lines of text in a cell with soft return.

Formatting Table using Table Styles

The option in the Table Style Options group on the Table Tools Design tab help you format
the table so it is easier to read. Selecting an option in this group applies special formatting for
elements within the table. By default, three of the six options are already turned on. You can,
of course, turn off one or all of the default settings and turn on the other options. A brief
explanation on the Table Style options is as below;.
Header Row Indicates that the table will have a header row and that row should be
formatted differently.
First Column Indicates special formatting for the first column.
Banded Rows Indicates odd rows are to be formatted differently than even rows. For
example, all the odd rows have shading.
Total Row Indicates special formatting for a row that will include a total.
Last Column Indicates special formatting for the last column in the table.
Banded Column Indicates that there should be different formatting for odd and even
columns.

MS-Word
Provides a variety
of predefined table
formats. Using
these formats
makes it easier to
apply attractive formatting to any table. Once you’ve selected the options in the Table style options
group, you are ready to choose a table style. Use the scroll bat at the right side of the Table Styles
group to view the built-in table styles. When you hover your mouse over a style, Word previews the
style on your table. When you apply a style, all manual formatting is removed. But, once the style is
applied, you can modify the style formats. For example, you can make changes to the shading and
borders by using the Shading and Borders commands in the Design Tab.

Table Styles group

You can customize the border lines using the Line Style, Line Weight and Pen Colour tools,
which are displayed in the Draw Borders group.
 Formatting Table Layouts

After the table is splashed down into your document, you can mess with it in uncountable
ways. The messing is made possible by the Table Tools Layout tabs is only available if you
belong to a table or select a table. Various commands in the Layout tab’s groups help you
customize and adjust your table. The sections that follow highlight some popular tricks.
Table Group:

Select: The Select button in the Table group lets you select all or part of the table. View
Gridlines: The view Gridlines button toggles the display of table gridlines on and off. If the
table cells have borders, you will not see the gridlines.
Properties: The Properties button opens the Table Properties dialog box, displaying options
for table alignment, row heights, column widths, and the vertical alignment of text within a
cell. Many of these settings are also accessible in the other groups on the Table Tools
Layout tab.

Wrapping Text around a Table

To maximize space in a document, you can wrap text around a table. To do so, you will have
to specify which side of the table will have text and which will not. These formatting
decisions are accomplished with buttons located in the Table section on the Layout Ribbon
under Table Tools.
 Deleting Cells, Columns, or Rows
To remove a cell, row, or column, first position the insertion point in the cell where you want
to make the deletion. Then click the Delete button in the Rows & Columns group and select
an option to delete cells, columns, rows, or the entire table. You can also delete a cell by
positioning the insertion point in the cell and then right clicking and choosing Delete Cells in
the shortcut way. When you choose a command to delete a single cell, the Delete way. When
you choose a command to delete single cell, the Delete Cells dialog box will display so you
can indicate whether you want to shift the remaining cells or delete the entire row or column.
You can also display the Delete Cells dialog box by clicking the Dialog Box Launcher in the
Rows & Columns group.

In Word 2013 you can now add a new row to a table by hovering your mouse just outside the
left edge of the table at the point at which the row is to be inserted. A small icon will appear;
click on it and you’re done. There’s a similar icon for easily adding anew column. New
Delete buttons on the Mini Toolbar make it easy to delete columns and rows; if the table itself
is selected, the option lets you delete the entire table.
 Inserting Columns or Rows

You can expand a table by adding rows or columns, and the rows or columns can be added
inside the table or appended to any of the table’s four side. Four commands in the Rows &
Columns group make this possible; Insert Above, Insert Below, Insert Left, and Insert
Right. The row or column that’s added is relative to where the insertion pointer is within the
table.
In word 2013 you may directly insert columns or rows by right click on appropriate location.

Merge Cell
The Merge Cells command in the Merge group is useful when you want to combine cells so you can
create a heading that spans across multiple columns.

Split Cells:
If you change your mind and want to revert the merged cell back to separate cells, use the
Split Cells command. You can also use the Split Cells command when you want to add
additional cells, but not for the entire column.

Split Table:
When you use the Split Table command, the table is divided into two separate tables.

Cell Size Group:

Adjusting Row and Column Size: You can change the height and width of cells by dragging
the borders. However. If you want the sizes to be more exact, you can use the options in the
Cell Size group. For example, you may want to decrease the cell size to minimize the size of
the table. Or, you may want to increase the cell sizes so there is plenty of white space in each
cell so that more information can be added later. When you use these options to adjust the
cell height and/ or the column width, all the cells in the row/ column are adjusted. To format
multiple rows or columns, select the rows or columns before you apply the format
 Auto Fit: When you choose the option Auto Fit Contents, Word will automatically adjust the
width of all the cells in the table based on the contents in the cells, and any new cells added
will include the AutoFit format. You can also manually adjust the widths of the columns even
after applying AutoFit Contents option.

Distribute Rows and Columns:

The Distribute Rows and Distribute Columns command buttons help you to clean up uneven
column or row spacing in a table.

Alignment Group:

Aligning text: Text within a cell can be aligned just like a paragraph: left, center, or right in
addition to that you are having some additional options here, combining all these option there
are nine types of alignments are there. For example, to make the title row align at the bottom
center of each cell, first select the top row in your table and then click the Align Top Center
button.
Text Direction: The Text Direction button in the Alignment group changes the way text
reads in a cell or group of selected cells. Normally, text is oriented from left to right. By
clicking the Text Direction button once, you change from left to right. By clicking the Text
Direction button once, you change the text direction to top-to-bottom. Click the button again
and direction is changed to bottom-to top. Clicking a third time restores the text to normal.
Cell Margins: The cell margins determine the amount of white space surrounding the text in
each cell. To control the amount of white space you can adjust the cell margins. This is
sometimes referred to as cell padding. You can adjust the cell margins for a single cell or for
all the cells in the table. Also you can choose to add extra space between cells.

To adjust the cell margins for the entire table:

1) Position the insertion point anywhere within the table.
2) Go to the Table Tools Layout tab.
3) Click on the Cell Margins button in the Alignment group, Table Options dialog box will
appear.
4) Change the settings for one or more of the cell margins and click Ok.

Data Group:
Sort: To sort a group of cells in a table, select the cells, and then click the sort button under
the Data group. The sort dialog box allows you to mention there levels and provides an
option to identify whether your sort area has a header row or no header. Each level of sort can
be set to ascending or descending order. Be careful that your choices make logical sense or
you might get some unusual results. Below the sort criteria, select whether your list has a
Header row or No header row. When you have a header row, this option will exclude any
titles from the sort criteria. You cannot sort a table that contains merged or split cells.

Repeating Header Rows: When you work with a very long table, it should be divided in to
multiple pages. In that case sometimes we want to show the field heading at the top row in
each page. If you use this option, it automatically repeats the field heading at the top row of
each page. Repeated table headings are visible only in print layout view or when you print the
 document. If you turn off the option table heading rows will not break across pages. By
default Repeat header Rows option is not turned on. The Repeat Header Rows button in the
Data group toggles on and off. When the Repeat Header Rows feature is turned on, the button
is shown in orange Colour, and Word will automatically insert the header row at the top of
each page if the table is split and continues at the top of the next page.

Converting a Table to Text: You can convert text to a table or a table to text. Convert text
to a table enables you to include the selected text inside a table and Convert table to text is
exactly opposite of convert text to table it enables you to display the table text as simple text
(not under the table) using comma, tab separator, Paragraph marks or a character or a symbol
such as a blank space or a forward slash etc. When you choose the Convert to Text command,
the Convert Table to Text dialog box appears, and you must choose how to separate the text.
Suppose we are having table containing names given below and we have to convert it into
text. Here you can set how each cell will be separated. Rows will always be separated by
paragraph marks, since we only have one column it will not make a difference which
separator we use. Click OK for result.

Formulas in Tables:
Word is not a spreadsheet program and as such for serious number crunching you should do
in Excel, but you can compute simple formulae in tables, Microsoft Word considers the cells
of a table the same way Microsoft Excel does. Each horizontal row is numbered and each
vertical column is lettered.

Follow these basics steps to do a math calculation in a table:

1) Click in the cell that is to show the results of the calculation.
2) Choose Layout Tab under Table Tools Click Formula. You will see the Formula dialog box.
In the Formula dialog box, the part of the formula that appears in parentheses is called
argument.
The argument lists the cells as to the calculation of which cells you want to compute. Word
uses the cells to the left, to the right, above, or below the formula cell as the argument.
Consequently, you can’t use the Left, Right, above, or below argument in a formula and
obtain an accurate result.

Caption
 Word automatically add captions when you insert tables, figures, or other items in your
document. Or, if you’ve already inserted the items, you can add captions manually. Captions
are helpful not only to associate images with the text that refers to them, but also to provide
the reader with amplifying information about the figure, table, chart, or other. If you later
add, delete, or move captions you can easily update the caption numbers all at once.

Use Word’s caption facility to add a label or figure number to tables.

1) Select the table, and then click the Reference Tab, Captions group, and select the Insert
Caption icon
2) Choose an option from the label list, or click on the New Label button and type an alternative
name.
3) Caption applied to subsequent item follow on from the previous caption number. However if
you want to insert a caption before existing ones, then the numbering automatically adjusts. If
you want to use numbering setting other than default setting
1…2…3, click on Numbering, figure will be open select your selection and then click OK.

Type out a Table in Word

You can create tables in Microsoft Word by simply typing out a string of PLUS SIGNS
(+) and MINUS SIGNS (-).Start the row with a PLUS SIGN (+) and then type MINUS
SIGNS (-) until you have the column width you want. To add a new column type PLUS
SIGN (+) again. When you have done typing a final PLUS SIGNS (+) and press ENTER.
Word turns your text into a table. To add more rows to your table, move to the last cell in the
table and press TAB.
 Assignment 4

Q.1 create the following table and maintain the proper formatting:

Sr.No Student Name Maths History Geography Total

1 Rupali Mohite 50 51 53
2 Dinesh Koli 50 40 45
3 Uttam Barate 80 50 60
4 Rupesh Bartakke 50 49 82
5 Sangita Jadhav 80 70 78
6 Minakshi Koli 80 85 81
Now do the following
A ) Insert Column after Total Column as Percentage
B ) Calculate percentage .
C ) Delete Serial No. Column.
D ) Include remain 4 student name& details by adding row .
Follow as below
7 Rupal Dev 20 25 12
8 Mini Muly 56 58 60
9 Divya 80 90 79
Kandhare
10 Komal Londhe 65 68 69

Q.2 Create following Invoice with additional as Shown Below

INVOICE NO. #100

COMPANY NAME
ADDRESS
CITY, ST ZIP CODE
PHONE | FAX
DATE
BILL TO FOR
NAME | COMPANY PRODUCT
ADDRESS DESCRIPTION
CITY, ST ZIP CODE
PHONE
Details AMOUNT
Description Amount
Description Amount
Description Amount
Description Amount
SUBTOTAL Rs0.00
TAX RATE 0.00%
OTHER Rs0.00
TOTAL Rs0.00
Make all checks payable to COMPANY NAME
If you have any questions concerning this invoice, use the following
contact information:
Contact Name, Phone Number, Email
THANK YOU FOR YOUR BUSINESS!
 Q.3 Create following Delivery Callan with additional as Shown Below

Chapter 5…
Microsoft Word 2013 – More Utilities

Contents …
 Understanding tabs
 Understanding Style
 Insert Symbols and Special Characters
 Insert Date and Time
 Footnote and Endnote
 Bookmark
 Comments
 Understanding Tabs

Tabs can be used to create parallel columns, vertically aligning text within a document. Tab
stops are markers. Pressing the Tab key moves the cursor from one tab stop to the next. One
of the most common uses of a tab is to indent the first line of a paragraph. A new document
includes tab stops at half-inch (0.5”) intervals. These default tab settings do not display on the
Ruler. The default tab stops are dark grey tick marks that appear on the grey bar at the bottom
of the ruler. Using the ruler can change the default or the Tabs dialog box. You need to
choose both the alignment type and the location for each tab stop you want to use.
There are five basic types of tab stops.

Left This is the default type; text appears to the right of the tab stop
Centre Text is centered under the tab stop.
Right Text appears to the left of the tab stop.
Decimal This type is used for numeric entries. Text lines up with the decimal point.
Bar This type is used to create a vertical line between columns of tabbed data.

Setting Tabs Using the Ruler

You can quickly set tabs and edit tabs using the Ruler. By default no tab is displayed on the
ruler. The Tab button displays at the left side of the Ruler.
As you click the Tab button, it will toggle through seven tab and indent setting options (Left,
Centre, Right, Decimal, Bar, First Line Indent, Hanging Indent).

To set tab directly from the ruler

1) Select the required Tab type clicking on the Tab button\ Tab icon\ Tab gizmo (For example
Left Tab).
2) Click on the Ruler at the exact position where you want to set tab stop, suppose you want to
set tab at 1 inch, to set tab on 1 inch position on the ruler. The tab stop settles down at that
position nicely.
3) Press Tab. Type the text for the first column.
4) Press Tab. Type the text for the second column. 5) Press Enter to end that line and start a new
line.
6) Repeat the steps from 3 to 5 for the next lines
To change the position of existing tab stops, drag the tab markers left or right along the Ruler.
To remove a tab stop, drag the tab marker (up or down) off the Ruler. When you release the
mouse button, the tab stop disappears.

Setting tabs using the Tabs dialog box:

You can also set Tabs using tab setup dialog box, Tab set up dialog box allows you more
precision over using the Ruler by itself.

Follow these steps to set your tabs in the Tab set up dialog box:
1) From the Home tab in the Paragraph dialog box launcher. The Paragraph dialog box opens.
2) On the Indents and Spacing Tab Click Tabs… The Tabs dialog box opens.
3) Enter the exact tab stop position in the Tab Stop Position box.
4) Choose the type of tab stop from the Alignment area.
5) Setting leader tabs: A leader tab produces a row of dots, underlining (in a fashion) the tab
character. You can apply a leader tab to any tab stop in Word other than the bar tab. 6) Click
the Set button. The Set button – not the OK button – is what creates the tab stop.
7) After you click Set, your tab stop is placed on the list below the Tab stop Position dialog box.
Continue setting tabs.
8) Repeat Steps 4 through 6 for as many tabs as you need to set. Click OK.

Understanding Styles
Literally, “Style” means fashion of appearance. As the word suggests, in Word, Style is a
characteristic thing where you can store some formatting options by a name and shortcut key,
which can be applied repetitively under the different areas of a document Style is used
basically whenever same kinds of formatting are required in a document. Here it is
comparatively very easy to apply the formatting creating a style than to apply it using
different formatting options again and again. Styles can be applied to any kind of text and
include fonts, sizes, font attributes, alignment, character spacing, paragraph spacing, bullets
and numbering, borders, indenting and may be any other formatting you think of. They are
mainly of five types, Character style, Paragraph style, Linked (Paragraph and
Character) style, List Style and Table Style.
1. Character style – Character style defines formatting that applies only to text characters
(Word), such as fonts and font styles.
2. Paragraph style – Paragraph style includes character formatting and also defines formatting
that applies to the entire paragraph.
3. Linked styles – Linked style will be used in order to change format of paragraph or text
depending on what you choose. If you selected a word and then apply link style that will be
character style. A linked style behaves as either a character style or a paragraph style,
depending on what you select. Microsoft Office word 2013 has two built in linked style;
those are Heading 1, & Heading 2.
4. List style – List style use to change the look of list such as bullet style list and numbered list.
5. Table style – Table style use to change look of table as header, row, column.

Word supplies a group of predefined styles like Title, Subtitle, Normal, Body Text and
many more

Using Quick Styles

Word 2013 provides some inbuilt styles you easily apply those are Quick Styles. Quick Style
gallery is found in the Home tab’s Style group. A Quick Style can be applied to your text
before or after your typing work.
1) Select the text you want to format
Choose style from the Quick Style gallery. You can scroll through the list to find the style you want,
drop down the menu to see a smattering of styles. As you hover the mouse, each, selected texts reflect
the style’s appearance. Select the style you want and click it. After choosing the Style they are also
automatically applied to the selected text.
Creating a New Quick Style at your own
To create a new Quick Style that will appear in the Quick Style gallery follow the steps
below:
1) Format the text using the mini formatting toolbar or the commands in the Home tab font
group.
2) Right –click the selected text, Select Styles Crate a Style.
3) The right hand dialog box appears. Type the name you want for the style, and click OK. It
will appear in the Quick Style gallery.

Create a New Style

1) Click the Dialog Box Launcher in the Styles group.
2) Click on New Style from the styles Pane. The Style formatting dialog box appears.
3) In the Name box, type a Style name.
4) Click the style type list arrow, and then click Paragraph to include the selected text’s line
spacing and margins in the style, or click Character to include only formatting such as font,
size, and bold, in the style.
5) Based on allows to select any existing style , so that all properties from the existing one will
be inherited within new style and you can add more attribute to it.
6) Style for following paragraph option is used to assign any existing style name that will be
applied automatically on the successive paragraph.
7) Select the formatting options you want. Check the preview box, and review the style
description. Make any formatting changes as needed.
8) Format button provides a popup having different formatting options, like Font, Paragraph,
Tabs, Borders, and Numbering etc.
9) Shortcut Key button allows assigning any key combination form the keyboard along with the
supporting keys (Shift, Ctrl, Alt Keys), so that invoking of style becomes much more faster.
Press any key combination box and below the box it shows you whether the current
combination is already assigned with any existing option or it is an unassigned combination.
If it is an already assigned combination, don’t assign it with your style it creates a conflict.
Press Backspace key to remove the current combination and use another new combination
which is not assigned. You can assign multiple combinations for a style. Finally click on
Close to come out of the Customize Keyboard dialog box. Click on OK to save the current
style. In this way you can create another style.

Modify a Style
1) In the Home tab Styles group, click either Quick Styles or the Styles More down arrow. The
Quick Styles or the gallery is displayed.
2) Right-click the style to be changed, and click Modify on the context menu. Modify Style
dialog box appears, now do the necessary modifications.
OR
Click Apply Styles from the bottom of the gallery. The apply styles dialog box appears. Click the style
Name down arrow, and click the name if the style you wish to change. Click Modify to modify the
style. After having necessary modifications click on OK button save it. Clear Formatting
 The clear Formatting command removes all text formatting, whether it was applied with
Quick Style or a style created by you or was manually applied.

Remove a style
You are at liberty in removing a style. However, predefined styles can’t be removed.
Removing of styles increases free space on the permanent disk (Normally hard disk). To
remove any existing style,
1) In the styles task pane, move your pointer over the style you wish to delete an arrow appears.
2) Click on Delete. Immediately the style will be removed from the list giving its effect in the
document the contents of which were formatted earlier by using the style.

Insert Symbols and Special Characters

Word allows you to

insert any special
character that is not
available on the keyboard.
It’s an array of such
special characters that are
made available through
the option,
Symbol…
1) Place the cursor at
the position where a
symbol is to be inserted
and choose,
2) From the Insert
tab, in the Symbols
group, click Symbol.
3) Click one of the recently used symbols or special characters from the list to insert it into the
document.

Use More Symbols

1) Click the document where you want to insert a symbol or character
2) Click the Insert tab. Click the Symbol button, and then click More Symbols. The Symbol
dialog box appears.
3) To see the insert tab. Click the font list arrow, and then click a new font. Click a symbol or
character. Click Insert.
4) You can also assign a shortcut for this by clicking the shortcut button given at the bottom of
the dialog box.

Insert Date or Time

 To insert date and time into word 2013 documents, there’s no need to type it in. Select Date
and Time command where you want this information to be in your current document.
1) Place the cursor where you want to insert the date or time. Go to Insert Tab Click the Date &
Time button. The Date and Time dialog box appear.
2) Select the format which you want.
3) To have the date or time automatically update, select the Update automatically check box.
4) To set the current date and time (based on your computer clock) as the default, click Default,
5) Click OK.

Footnote and Endnote

Footnotes are used to provide additional information that is inappropriate for the body of the
text, and to document your reference for information or quotes presented in the body of the
document. A Footnote is printed at the bottom of page where it is referenced. Creating and
manipulating Endnote is identical to perform the same functions for footnotes. An Endnote is
also an explanatory note or reference but it is printed at the end of document.

Footnote or Endnote Creation

To insert a footnote or endnote follow the steps:
1) Place the cursor at the right end of the text, for which you want to insert a reference text.
2) From the Reference Tab click the Insert Footnote button for an endnote for a footnote or
endnote text.
3) To create a customized footnote or endnote, click the Footnotes Dialog Box Launcher. 4)
Click the Footnotes or Endnotes option, click the list arrow next to the option and then select
the location where you want to place the footnote or endnote.
5) Then select nature of numbering system for reference marker.
6) Symbol button can be used to insert any customized symbol when select Customize mark for
Numbering.
7) Click Insert to insert a reference mark in the text. Word moves the insertion point to the
bottom of the page corresponding to the number of the reference mark.
8) Type the text of your footnote or endnote.
9) Click the Show Notes button and the Next Footnote button to show/ hide notes and locate
them
10) Click on the document to continue with your work.

Modifying Footnotes or Endnotes

1) To quickly view a footnote or endnote, point curser to the reference mark to display a Screen
Tip with the contents of the note to go to note, double-click the reference mark in the
document.
2) In Draft view, if you double click on the footnote marker the Notes pane opens, here you can
also modify the Foot Notes.
To delete a footnote or endnote, select the reference mark for the footnote or endnote you
want to delete, and then press Delete Key from the keyboard.

Bookmark

Bookmarks are named locations in a document. In lengthy documents, sometimes we require

to mark different location as it can move us quickly to that location.

Creation of bookmarks
To create bookmark, position the insertion point at the location of the document where the
bookmark is to appear,
1) On the Insert tab click the Bookmark button to display the Bookmark dialog box.
2) Type any name for the bookmark in Bookmark name text box and then click add button.
Repeat these steps as many times as may be required in a document to insert bookmarks.
3) To switch between bookmarks, use Go To option. Go To dialog box, select Bookmark option
from the list then select the name of bookmark from the drop down list. Click Go To button.
Immediately it will take you to the location where bookmark has been set.
4) To remove an existing bookmark, open the Bookmark dialog box, select the name of the
required bookmark from the given list and click on Delete button.

Creating Hyperlink using Bookmark

World will automatically format your text as a hyperlink, and the tooltip will appear when the
user hovers over the link. The hyperlink points to the bookmark, which is where the
hyperlink is. That is, it links to itself. So a user who clicks the link will, effectively, jump to
nowhere.
1) To create a hyperlink bookmark, select the text or position where you want to insert a
hyperlink.
2) Go to Insert tab Click the Hyperlink or press Ctrl + K. The hyperlink dialog box will appear.
3) To create a link with a Bookmark, click on the Bookmark button. Choose your bookmark
from the dropdown list. Click OK.
4) After creating link when the visitor clicks on the link, it goes to the target.

To remove any existing hyperlink, select the link text or position and choose Insert Tab
hyperlink, and click Remove link button. Otherwise right click on the link text or position and
from the Context Sensitive Menu select Remove Link option.

Converting one or more notes to footnotes or endnotes

Click the Draft view button on the View Tab, and then click the Show Notes button.
Select the number of the note or notes you want to convert, right click it, and then click
Convert to Footnote or Convert to Endnote. To convert all notes to footnotes or endnotes,
click OK, and then click Close.
Or right click on footnotes convert to endnotes or vice versa

Comments

Comment is a very useful function of MS Word when you review something received from someone
else. It’s a better way to expressing your views without changing the original content.
To insert any comment place the cursor in appropriate location or select the text Insert
Tab Comment Type your comment.
You may also edit or delete comment by right click on comment place.
Reply to comments and mark them as done
Comments now have a reply button. You can debate and easily track comments right next to the
relevant text. And when a comment is addressed and no longer requires attention. You can mark it as
done. It will be greyed out to keep out of your way, but the conversation will still be there if you
need to revisit it later.

Assignment 5

Q.1. Type following matter and give the title at centre as “Themes “
Themes and styles also help keep your document coordinated. When you click Design and choose a
new Theme, the pictures, charts, and SmartArt graphics change to match your new theme. When you
apply styles, your headings change to match the new theme.
Save time in Word with new buttons that show up where you need them. To change the way a
picture fits in your document, click it and a button for layout options appears next to it. When you
work on a table, click where you want to add a row or a column, and then click the plus sign.
Reading is easier, too, in the new Reading view. You can collapse parts of the document and focus
on the text you want. If you need to stop reading before you reach the end, Word remembers where
you left off - even on another device.

Q.2. insert 5 pages and apply numbers on each pages at the bottom.
Q.3. apply date and time in footer.

Q.4. Hyperlink your any ppt files on “another device.”

Chapter 6…
Find & Replace and Other Features

Contents …
  Building Block
 Cover Page
 Auto Correct
 Finding and Replacing Text
 Checking Spelling and Grammar
 Insert a Hyperlink
 Templates

Building Block
Building Block are blocks of text and formatting that you can use repeatedly, such as cover
pages, a greeting, phrases, headings, or a closing. Word provides a number of these for you,
but you can identify and save your own building blocks, and then use them in different
documents.

Building Block Creation

1) Select the text
to store From the Insert
Tab, click on Quick
Parts button.
2) From the drop
down list click on Save
Selection to quick Part
Gallery, clicking on
this option the right
hand dialog box
appears.
3) Enter a name in
the name box or you can accept the suggested name provided by Word 2013 or type a short
abbreviation for a new one.
4) Accept the Quick Parts gallery, the General category, and the Building Blocks. Click on OK
button to save it.
OR
1) After selecting the text or graphic that you want as a building block, press, ALT+F3. The
Create New Building Block dialog box appears.

Insert one of your building blocks

1) Place the insertion point in the document where you want to insert the building block.
2) Click the Insert tab, click Quick Parts button in the Text group. Select Building Blocks
Organizer Select the desired building block and click Insert.
OR
1) At the point in the document where you want to insert the building block,
2) Type its name or the short abbreviation you entered in place of the name, and press F3.

Changing the content of a Building Block

 Insert the building block content in a document and edit the content. Select the revised
content and then click the Quick Parts button. Select Save Selection to Quick Part Gallery.
Make sure the gallery, name and category are exactly the same as the original. When asked if
you want to redefine the building block entry, click yes.

Changing the Properties of a Building Block

1) Click the Quick Parts button locate the desired building block and right click on it.
2) Click Edit Properties. The Modify Building Block dialog box will display. Enter a new name
in the Modify Building Block dialog box click OK.

Delete a Building Block

To remove Building Block, go to Quick Parts locate the desired building block and right click
on it, click on Organize and Delete Click on Delete from Building Block Organizer
Yes

Document Property
When working in Word 2013 many people enter the same information into a document time
after time. It could be the end of a letter or paragraphs and paragraphs of information that you
wish to put into a contract or a proposal. A fast and efficient way to enter repetitive text into a
Word 2013 document is to use Quick Parts. Click Document Property to choose from a list of
properties that you can insert in your document. Fill in the document property box to create
properties that travel with your document.

Cover Page
First impressions count a well-designed cover page can provide the incentive that makes your
readers want to see what’s inside your document.

Insert a Cover Page

1) On the Insert tab click the Cover Page drop- down button, the cover page gallery that appears.
2) Chooser the Cover Page design from the gallery. Switch to Print Layout view if you aren’t
and go to the beginning of your document. Click and type the required information.
3) If you’re not happy with the design of the cover page, do any of the following: a) On the
Insert tab, click cover page, and choose another design.
b) On the Page Layout tab, click Themes, and choose a different theme.
c) Add a picture a drawing, fields, text, or other items to customize the page.
d) On the Insert tab, click Cover page, and choose Remove current Cover Page to delete the
cover page.
4) Save your document.

Auto Correct
Auto correct automatically corrects common typing mistakes as you type them. This
automatic correction is different from the spelling check feature where it corrects the
misspelled word.
1) From the File Button choose Options click the Auto Correct Options button under Proofing
category, the right hand dialog box appears.
2) MS-Word provides a long list of Auto Correct entries where common errors can be added to
the list. Type the word to be replaced.
3) Click on the Add button.
Using Auto Correct
For example, suppose you often confuse about the exact spelling of the word „stationery‟,
you always type stationary instead of stationery. You need to set it in such a way whenever
you type stationary and press the spacebar; stationary will be replaced with stationery. But
for this you need to create an auto correct and type stationary in the replace box and Type
stationery the with box and then click on add button.
To delete any Auto Correct entry, select from the list and click Delete

Finding and Replacing Text

One of the fastest ways to make repetitive changes throughout a long document is to use Find
and Replace. Find helps you to locate a text string, and Replace substitutes existing string
with new text.

To use Find feature

1) From the Home Tab click Find button or Press Ctrl + F 2)
Type the word or phrase which you want to find

To use Replace feature

1) Open your document in Microsoft Word on the Home tab click on Replace option, Under
Editing group.
2) The Find and Replace dialog box appears. Type the text you are searching for in the Find
what: box and then type the text you want to replace it with in the Replace with: box.
3) To choose replace each occurring text, one by one, click on Find Next: button and then the
click on Replace button.
4) You can also find and replace all occurrences automatically by clicking on Replace All
button click Ok for replacements.
5) Click the Close button to close the Find and Replace dialog box.

Replace Text Including Formatting

Here we explain you how to use Format options; for example Font option.
1) On the Home tab click on Replace option, under editing group. The Find and Replace dialog
box appears. Type the text you are searching for in the Find what: box then click on more
buttons.
2) Click on Format button to select the Font option Replace Font dialog box appears. Select the
options as per required (here we choose “Calibri (Body)” font from the Font popup).
3) Click on OK to close Replace Font dialog box click on the Replace All button to replace
every instance of the original word.
4) Click on Ok for replacement. Click on the close button to close the Find and Replace dialog
box.
To display additional options, that you can use to fine tune your search, click on the More
button. This opens additional options so that you can fine tune your search. To hide the
options, click on the Less button.

Search Options:
Match Case You can also search for words that are in the same case

Find whole If you select Find whole words only check box, then it restricts on searching.
words only As for example, if you search for a word “is” without Find whole words only
then it can find out the words like is, his, this etc.
Use wildcards Wildcards are characters that stand for any character. The text you enter in the
Find what text box can contain a wildcard preceded and/ or followed by at
least one character. When you use a wildcard search, you must turn on the
option Use Wildcards.
Sounds like The Sounds Like option gives you words that start with same sound entering
Kind will find Cannot, Boy will return By

Find all word Find all word forms option gives a searching facility between different verb
forms forms of a word, like if you want to search a word Go it can find out other
(English) forms of go means Went and Gone
 Go To Command
Word’s Go To command allows takes you to send the insertion pointer to a specific type of
text or object such as page, footnote, graphics, etc. into your document.

Moving Around a Document

1) On the Home tab, click on Find drop down arrow and choose Go To option or press Ctrl+G
2) Go To dialog box appears. Select the type of item you like to go to, and then enter the
corresponding name or the number of the item. Go To is of much more useful in a lengthy
document, when it happens to review all the occurrence of a specific type of text.
3) For an example we want to go a particular page then choose Page and type number on the
Enter page number box click on Go To option or press Enter key from the key Board.
4) To go pages forward or backward, type (+) for forward and (-) for backward (for example, to
go three pages forward, choose Page and type +3. To go 12 pages backward, type-12 in the
box ).
You can also call the Navigation pane by clicking the page number on the status bar.

Checking Spelling and Grammar

When you type a document, a red wavy line appears under words not listed in Word’s word’s
dictionary (such as misspellings or names) or duplicated words. A blue wavy underline
appears under words or phrases with grammatical errors. You can correct these errors as they
arise or after you finish the entire document. Before you print your final document, use the
Spelling and Grammar Checker to ensure that your document is error free. Word does not
automatically check grammar and spelling during the document creation process.

Correct Spelling and Grammar as you type

Position the insertion point in the document where you want to begin the spelling and
grammar check.
1) Right-click a word with a red or green wavy underline. Click a substitution or click Ignore All
(or Ignore Grammar) to skip any other instances of the word.
Or you can use Spelling and Grammar dialog box.
1) On the Review Tab. Click the Spelling button
2) The Spelling and Grammar Pane appears; the spelling and Grammar pane also suggests a
corrected version.
3) Choose an option button: Click the Ignore Once button to skip the word or rule, or click the
Ignore All button or the Ignore Rule button to skip every instance of the word or rule.
Click on change button to change the word or click on change all button to change the every
instance of the word or rule. If no suggestion is appropriate, click in the document and edit
the text yourself. Click the Resume button to continue.
4) Click the OK button to return to the document.

Add Entries to the Main dictionary

To scan the document and words to your dictionary call spelling and Grammar dialog box (or
press F7). The spelling and grammar checker scans the document to find out the spelling and
grammatical errors what is believed to be a spelling or grammatical error (i.e. not belonging
to the word dictionary). If you want to add any word to Dictionary, Select the word Press F7
and click on the Add to Dictionary button.
During the spelling and grammar checking process (Pressing F7) you can add any working
the Dictionary just clicking on the Add to Dictionary button whenever the word appears in
the Spelling and Grammar dialog box.
Else, You can add an individual word (such as a person’s name) to your dictionary, right-click the
wavy, red line under the word in question, and then click Add to Dictionary. The word is added to
the word dictionary. Equation
If you create a scientific or academic paper that involves complex equations, you may need to
display them in the text without actually using them in conjunction with a table. The standard
keyboard does not have all of the mathematical symbols you might need to create the
equation, so you can use the Equations gallery to quickly insert a common equation or the
Design tab under Equation Tools to create a custom equation. The Equations gallery is part of
Word’s building block approach to create customized documents.

How to insert an Equation from the Equations Gallery

1) Place the cursor where you want to insert an equation Click the Insert Tab Click on the
Equation button Click on any inbuilt equation from the Equations gallery.
2) If you need to insert any new equation not available it the equation gallery click on Insert
New Equation, clicking on this button you are provided an area where you can insert any new
equation as well as word also provides some equation tools through design tab, you can apply
any design from the Design tab to create the new equation.
3) Click on the insertion point in the equation area and edit text as you like.
4) Use the RIGHT ARROW and LEFT ARROW keys to move through the text. When you have
completed the equation, click outside the text box to close it and leave the equation looking as
if it is a part of ordinary text.

Insert a Hyperlink
 Hyperlink is a connection between two areas of same document or two different documents.
By clicking a hyperlink, you can move to a different location in the same document, a
different file, or even an address on the Net. Hyperlinks are underlined and they appear in a
different font colour. By default, hyperlinks appear in a blue colour on the screen. Once you
click on the hyperlink text, it changes its colour and sends the control to the linked location.

To create a hyperlink
1) Select the text or position where you want to insert a hyperlink.
2) Go to Insert tab Click the Hyperlink or press Ctrl + K. The hyperlink dialog box will appear.
3) To create a link with another file, you have to select your required filename.
4) To add a Screen Tip to the hyperlink, click Screen Tip, Type the text in the Set Hyperlink
Screen Tip dialog box, and then click OK.
5) When you click on the hyperlink text, the insertion point move to the target file at a desired
position.

Remove Hyperlink
To remove any existing hyperlink, select the link or position and choose Insert tab Hyperlink,
and click Remove Link button. Otherwise right click on the link text or position and from the
Context Sensitive Menu select Remove Link option.
If you want to call the hyperlink by click on that particular word instead of Ctrl + Click then
go to file tab Options uncheck Use Ctrl + Click to follow hyperlink option from advanced
tab.

Templates
Template is a special type of document in word, contains some predefined formatting and
settings, which can be used repetitively without affecting the original one. Templates contain
special text and document attributes; therefore, the default look and layout of the document
lies in the template you are using. Template can include margins, fonts, graphics and other
document layout attributes also.
When you open Word 2013 you’re offered a choice of great new templates to help get you
started along with a list your recently viewed documents so you can get back to where you
left off in no time.
 Using Word Template
1) From the File Tab click on New
2) Select the desired template from list of template or type the desired template name in search
box
3) If you click on create button after selecting Document radio button, selected template will be
applied to your new document. Normally this template file will take a default extension
.DOTX.

Creating a Template
1) To save a document as a template, click File Save As.
2) Double-click Computer.
3) Type a name for your template in the File name box.
4) For a basic template click Word Template in the Save as type list.
If your document contains macros, click Word Macro-Enabled Template. Word automatically
goes to the Custom Office Templates folder.
5) Click on Save.

Use your template to make a new document

To start a new document based on your template, click File New Personal, and click your
template.

Edit your template

To update your template, open the file, make the changes you want, and then save the
template.
1) Click File Open.
2) Double-click Computer.
3) Browse to the Custom office Templates folder that’s under My Documents. 4) Click your
template, and click Open.
4) Make the changes you want, then save and close the template.
 Assignment 6

Q.1 Type following paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the overall look of
your document. You can use these galleries to inserattables, headers, footers, lists, cover pages, and
other document building blocks. When you create pictures, charts, or diagrams, they also coordinate
with your current document look.
You can easily change the foramatting of selected text in the document text by choosing a look for
the selected text from the Quick Styles gallery on the Home tab. You can also format text directly by
using the other controls on the Home tab. Most controls offer a choice of using the look from the
current theme or using a format that you specify directly.

Q.2 Please check the spelling errors from the given paragraph.
Q.3 hyperlink to “you specify directly.”
Q.4 Prepare following Cover Page.

Chapter 7 …
Protecting Document & Important features
 Contents …..

 Macros
 Table of Contents
 Adding Graphics and Multimedia to Documents
 Adding Shapes and Lines
 Inserting Smart Art
 Inserting a Screenshot
 Creating Word Art Text
 Watermarks
 Tracked Changes
 Protecting Document

Macros

A macro is a sequence of computer instructions recorded and saved with a specified name.
When a macro is activated, Word carries out the instructions in the macro. The macros
execute a set of commands at a stretch that save time and effort in comparison to entering
commands manually in a repetitive manner. You can create a macro in order to format
paragraphs or to gather information from other documents, formats the information in a table,
and tabulates the data in various columns. In a nutshell, a single macro can perform the
actions of a cluster of commands in the order the commands are set.
Recording a Macro using Keyboard
Before using any Macro, you need to record something in the macro. To record:
1) Go to View tab Click on the Macro button under Macros group choose Record Macro the
Record Macro dialog box pops up.
2) In the Macro Name text box, enter a name. Please note that, name cannot start with a number
or include blank spaces.
3) Describe the macro in the Description box.
4) In the Macro drop-down list, make sure that name of the template you want to store the
macro with is listed.
5) You can assign a Keyboard shortcut for the macro. To do so, click on Keyboard button to
display Customize Keyboard dialog box, place your cursor in the Press new shortcut key text
box, and press the keyboard combination that you want to use to execute the macro.
6) Click Assign your shortcut key and the click Close button. You’ll see the mini-cassette tape
appears below the pointer.
7) Enter the commands with care and do everything else that your macro requires .Click the
Pause button if you need to stop recording for a moment.
8) Lastly click on the Stop Recording button.

Recording Macro using Button

If your macro is used frequently, assign it to a button available on the Quick Access toolbar.
To assign a button follow the steps:
1) Go to View tab Macros Click Record Macro to open the dialog box appears.
2) In the Macro Name text box, type a name for your macro. Under Assign Macro options
choose and click Button to open Word Option dialog box.
3) Choose Quick Access Toolbar, select Normal New Macros. Journal. Click Add button.
4) Click Modify button, select any Symbol and click OK button. Finally Click OK button to
close Word Options.
5) Now create an Invoice format. After finished creating Invoice format, click on Stop recording
button.
6) Now the Macro will be available on the Quick Access Toolbar. You can use that macro just
by click in on the button.
Recalling a Macro
Call a Macro to get repetitive effects of commands that you stored in the macro. To call a
macro either press its keyboard shortcut, or click on Macros View Macros. Macro’s dialog
box appears. Select the required macro name from the list and click Run. The macro work
immediately appears on your document.
Removing a Macro
To remove a macro, select the macro name from the Macros dialog box as shown in the
above figure and click Delete.

Table of Contents

Table of
contents
appear at
the
beginning
of a book,
manuscript
or report. It
contains
headings and subheadings with page numbers having references. For example a table of
contents for readers of your document enables them to locate where the particular part of
 heading or information exists in your document. It makes easy to find out the location of
particular information from a lengthy document.
Text to be included in a table of contents can be identified by applying a heading style or text
can be marked as field entry. The advantage of using styles to mark text for a table of
contents is to locate the specific subjects quickly. A table of contents can be created by
applying heading styles provided by Word or by applying any user defined style to text to be
included in the table of contents. Creating a TOC Using Built-In Heading Styles
1) Select the text you want to style as a level one heading in the document, go to Styles group,
under Home tab, and then select Heading1. Perform the same operation for the texts you want
to style as a level two heading.
2) Click where you want to insert the table of contents.
3) Now go to References Tab Table of Contents. Click a Table of Contents style from the
gallery.
4) After applying Table of content style, The Table of Contents is generated.

ALTERNATIVE WAY:-
1) Select Custom Table of Contents at the bottom of the dropdown list. The Table of Contents
dialog box displays. Under General, you can choose desire format from several formats, and
you can also select the heading levels to display in the TOC.
2) Select Tab Leader (such as Tab Leader, Show Page Numbers, or Right Align Page Numbers)
you want for your table of contents.
3) Click the OK button to apply your selections. The Table of contents is generated.

Update Table of Content

In future if you modify anything within document in order to include new matters to be
shown within table of contents on the References tab, in the Table of Contents group, click
Update Table. You can also right click on TOC then choose Update Fields option.

Delete Table of Contents

To delete a table of contents, click the References Tab on the Ribbon Click Table of Contents
click Remove Table of Contents.

Adding Graphics and Multimedia to Documents

Putting graphics – photographs, clip art, drawings, diagrams and screenshot in to your
documents is one of the most exciting ways to use today’s technology. Using the power of
Microsoft Office Word 2013, you can create complex illustrated documents with little effort
or time. For Example you can insert a company logo that you have drawn yourself.
 Inserting Picture from Files

Word makes it possible for you to insert pictures, graphics, scanned photographs, art, photos,
or artwork from a CD-ROM, Pen drive or other program into document. In word 2013 you
may directly insert picture from web.

Steps to insert Picture:-

1) Position the cursor where you want to insert the picture.
2) Click INSERT TAB Click the PICTURE button
3) Then select the drive and folder that contain the file you want to insert.
4) Click the file you want to insert. Finally click INSERT button.
5) The picture is inserted into your document.

Wrap Text around a picture or drawing object

1) If the picture or object is on a drawing canvas, select the canvas. If the picture or object is not
on a drawing canvas, select the picture or object.
2) On the Format tab, in the Arrange group, click Position.
3) Click the wrapping position that you want to apply.

Adding Shapes and Lines

You can add a variety of
shapes to your document
including arrows, callouts,
squares, stars, flowchart shapes
and more. To Insert a Shape:
1) Select the Insert
tab and click the shapes
command. A drop-down
menu of shapes will
appear.
2) Select the desired shape.
3) Click, hold and drag in the desired location to add the shape to your document. If desired, you
can enter text in a shape. When the shapes appears in your document, you can simply begin
typing. You can then use the formatting options on the Home tab to change the font, font size,
or Colour of the text.

Inserting Smart Art

A Smart Art
graphic is a
visual
representation
of your
information and
ideas. You can
create Smart Art
graphics by choosing from among many different layouts to quickly, easily, and effectively
communicate your massage. Smart Art graphics, especially combined with other features
such as themes, help you crate designer-quality illustrations with only a few clicks of your
mouse.
You can change the look of Smart Art graphic by changing the fill of its shape or text; by
adding effects, such as shadows, reflections, glows, or soft edges; or by adding three
dimensional (3-D) effects, such as bevels or rotations.
1) On the Insert tab, in the Illustrations group, click Smart Art.
2) In the Choose a Smart Art Graphic dialog box, click the type and layout that you want.
3) Click in a box in the Smart Art graphic, and then type your text.
e.g.

Shamal

Rohit Rohan

Gautam Sonam
 Inserting a Screenshot
This is very powerful tool in word today,

You can quickly and easily add a screenshot to your Office file to enhance the readability or
capture information without leaving the program that you are working in. This feature is
available in Microsoft word, Excel, Outlook and Power Point and you can use it to take a
picture of all or part of the windows open on your computer. These screenshots are easy to
read in printed documents and on Power Point slides that you project.
When you click the Screenshot button, you can insert the whole program window or use the
Screen clipping tool to select part of a window. Only windows that have not been minimized
to the taskbar can be captured.

Steps to Add screenshot:-

1) Click the document that you want to add the screenshot to.
2) Go to the Insert Tab Illustration group Click Screenshot.
3) Do one of the Following:
a) To add the whole window, click the thumbnail in the Available Windows gallery.
b) To add the part of the window, click Screen Clipping and when the pointer become cross,
press and hold the left mouse button to select the area of your screen that you want to capture.
(TIP
If you have multiple windows open, click the window you want to clip from before clicking
screen clipping. When you click Screen Clipping, the program you are working in is
minimized and only the window behind it is available for clipping.)
 Creating Word Art Text
The word Art feature lets you create stylized text to draw attention to your most important
words. In addition to adding effects to a text box, you can also add effects to the text inside
the text box, which is known as Word Art. For the most part, the types of affects you can add
are the same as the ones you can also transform the text to give it a wavy, slanted, or inflated
look. Insert Word

Art text

1) Click Insert Tab Click Word Art, and then pick the WordArt style you want.
2) Enter your text.
3) Format as per your requirements.

Customize WordArt
You might have tried using shape options to make the WordArt curve and then were puzzled that the
text didn’t change. Use the text options on the Drawing Tools tab instead. Shape options apply to the
box and background surrounding your WordArt, not to the WordArt text. So, to create curved or circular
WordArt text, you add a Transform text effect. And, to change the Colour of the WordArt text, you
change the Text Fill. A picture of WordArt with both of these changes can be seen at the top of this
article. Generally, you shouldn’t use WordArt in more formal documents, such as resumes or cover
letters, as it could seem too casual.
 Watermarks

A watermark is a faded, background image that displays behind the text in a document. It can
be used to indicate a document’s status (confidential, draft, etc.) or to add a company logo.
1) To insert a watermark, open the document to which you want to add watermark and click the
Design Tab on the Ribbon.
2) In the Page Background section of the Design tab, click the Watermark button. Different
built-in watermarks display. Click the desired watermark sample.
3) The watermark is placed behind the text in your document.
If you decide you don’t want the watermark anymore, or the status of your document has
changed, you can remove the watermark easily. Simply click Watermark in the Page
Background section of the Design tab and select Remove Watermark.
You can also create custom watermarks from text or images. To do this, click Watermark and
select Custom Watermark.
If you want to use a picture as a watermark, click Watermark on the Design tab and select
Picture.

Tracked Changes

Another option is to allow editing, but only tracked changes. That way, you can see who
changed what, and when. Word shows changed text in a different Colour from the original
text and uses revision marks, such as underlines, to distinguish the revised text from the
original. This is an important feature in controlling the editing/revision process.
To protect a document for tracked changes, follow the steps: - 1)
Open the document you want to edit.
2) Click Review Tab Click Track Changes button and then click Track Changes. The Track
Changes become active.
Review Changes
1) Open the document you want to review. Click the Review tab. Use the buttons on the Review
tab to review changes.
2) Click the Next button or the previous button to view changes one at a time. Click the Accept
button or the Reject button to respond to the revisions. Click the Accept button arrow, and
then click Accept All Changes in Document to accept all changes at once. Click the Reject
button arrow, and then click Reject All Changes in Document to reject all changes at once.
 Protecting Document

If you create document containing confidential information, the maintain secrecy of it, consider
protecting the document with a password. Protecting a document with a password will ensure
secrecy when the document is made available on LAN (Local Area Network). You can protect the
document from being opened by others or from being modified by others.
 Adding Security Encryption to a Document
1) Click File Tab Info Click Protect Document Click Encrypt with Password.
2) Type a password and click OK.
3) Confirm the password and click OK. Finally save the document. Open File with Encryption
1) Double-click on the file to display password dialog box.
2) Type the correct password and click OK button to open the file. Remove
File Encryption
1) First re-open the file with a correct password.
2) Then go to File Tab Info Click Protect Document Click Encryption with password.
3) Delete the file encryption password.
4) Click OK and then save the file.
Adding Password Protection to a Document
1) Open a document file, go to File Tab Click Save As option to display save As Dialog box.
2) Click Tools General Options. The General Options dialog box appears.
3) Type a password in “Password to Open” box and click OK button to display “Confirm
Password” dialog box.
4) Re-type the same password again and then click OK. Finally click Save to save the document
with password.
Removing Password from a document
1) To remove a password from a document, go to File Tab Save As.
2) Click Tools General Options. The General Options dialog appears and then removes all from
the corresponding password text box. Save the document implement the changes.

Restrict Formatting Changes

If you want to give more protection for your document you can do with the help of protect
document. These options are dividing into two category (1) Limit formatting to selection of
styles. (2) Allow only this type of editing in the document. Steps to Restrict Formatting:-
1) Open the document you want to protect. Click the Review tab. Click the Protect Document
button, and then click Restrict Formatting and Editing.
2) Select the Limit formatting to a selection of styles check box.
3) Click Yes, Start Enforcing Protection. To assign a password, type a password and then re-
enter it. Click OK. Click the Close button on the task pane.
4) Finally save the document.
When you no longer need to have your document protected, you can remove the protection.
From the Review tab, in the Protect group, click protect document, the protect document sub-
menu appears. From the protect document sub-menu, select restrict formatting and editing the
restrict formatting and editing task pane appears. In the protect document task pane, click stop
protection the document protection is removed.

Assignment 7:

Q.1 Add Screen short of your Screen in first page.Q.2. Type the following matter in Second page
And give the diagonal water mark as “Success”
To change the overall look of your document, choose new Theme elements on the Page Layout tab.
To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set
command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that
you can always restore the look of your document to the original contained in your current template.
Q.3. Add Smart art as in 3rd page

Purchsse

Received Details Sales

Delivery

Change a colour & add one more shape above as “Profit”.

 Chapter 8…
Mail Merge

Contents …

 Introduction to Mail Merge

 Conditional Mail Merge
 Table mail merge
 Envelopes
 Labels

An Introduction to Mail Merge

MS-Word’s Mail Merge feature allows generating bulk of personalized correspondence in a

quicker manner and other documents by merging information from two different files. You
can merge a list of names and addresses from on file (Data Source) with a form letter in
another file (Main Document) to produce a number of personalized form letters. Once the
main document and he data source document are prepared, the Mail Merge feature allows
you to send merged documents directly to the printer or save them to a file for editing and
later printing. Typically mail merge involves mainly two documents.
One is the Data Source file that contains the information to be merged, such as the names
and addresses of each recipient of the letter.
Main Document contains the text (i.e. letter, important information etc.) which is the
identical information to be sent each of the recipients.
Merge document contains merged information of both data source and main document file.
After merging the data file and main documents or can get the output in a different ways you
can get it a separate file or you can directly print it, email it also.
 Special instructions called merge fields are inserted into the main document to instruct MS-
Word where to print the variable information from the Data Source. When you merge the
Data source and the Main Document, MS-Word replaces merge fields in the Main Document
with the appropriate information from the Data Source.

Steps to perform a Mail Merge:-

1) Open a word document and type the body of the letter. 2)
Go to Mailings Tab Start Mail Merge Letters.

Letters Each record appears as a standard letter

E-Mail Each record appears as an e-mail
Messages
Each record appears on a separate page of envelope layout size
Envelopes
Each record appears as one label on a sheet of labels
Labels
Records appear as a simple list in a single document
Directory

3) Click Select Recipients Type New List. It displays New Address List.
4) Click Customize Columns. Add or Delete unused Field Names.
5) Click OK button to revert back to New Address List. Now Type the customer name and
addressees by clicking New Entry button.
6) Click OK button and save the Address List file inside a particular folder.
7) Now go to Select Recipients Use Existing List. Select Customer list file and click Open
button.
8) Place your cursor in the letter where you want the address block to appear.
9) Now position your cursor where you want the greeting to appear. Click Greeting Line.
10) Finally Click Finish & Merge Edit Individual Documents.
11) Click OK to view Merge letters in a separate file name Letters1.
12) Finally save all the word document files used in mail merge.
You may also insert the address of the recipients from insert merge field buttons.

Conditional Mail Merge

Before you merge the main document and the data source, you can instruct Word to merge
only few selective records from the data source with the main document. Suppose you want
to send letters to those parties who stay in Pune only, not to everyone. Follow these steps to
filter the data source before you merge records in the data source with the main document.
1) Open the source document which contain the body letter and where you perform the steps of
mail merge
2) Click Edit Recipient List command to display Mail Merge Recipients dialog box.
3) Click City Field and select Kolhapur from list of cities and click on ok.
4) Click OK button. Finally Click Finish &Merge Edit Individual Documents.
If you want to select more than one cities then click on Advanced and give details.
 Table Mail Merge

The easiest way to use an existing list is Word’s table feature. Either you create an address
table from scratch or copy a table the main document, locate and select the document that
holds the addresses. You can also edit a data source file (Existing list) that you created in
Word directly as a Word table.

Steps are as follows:-

1) First create and save the address of the customer in word table format as shown below.
2) Open the source document which contain the body letter and where you perform the steps of
mail merge.
3) Click on Use an Existing List from Select Recipients dropdown in Mailing Tab and click
Browse button and select the word file which contains the customer database.
4) Click Open button to display Mail Merge Recipients dialog box.
5) Keep your cursor in a position, where you want to insert Address Block.
6) Click Address Block, choose specific address elements.
7) Click OK button to insert Address Block.
8) Click Next to Preview your letter.
9) Click Next to complete the merge.
10) Finally click Individual Letter Choose® All and click Ok button.

Rules:
 In assembling a data document, you sometimes need to control or modify how data and
records are processed. Use the Rules drop-down list of Word fields to control how data is
merged with the data document.

Envelopes

Suppose you want to print

directly on envelopes all the address
of debtors, using the Envelopes and
Labels dialog box is the simplest way
to create a single envelope. You can
also use the Mail Merge, but that
method is recommended when you
are preparing a mass mailing.

To print an envelope, simple follow these

steps:-
1) Go to Mailing Tab Start Mail
Merge Click Envelope to display
Envelope and Labels dialog box with
the Envelopes tab selected.
2) Select Envelops Size, set
Delivery and Return address font.
Click OK button to return to the
document.
3) Type Return Address at the
top left of the envelope.
4) Click Select Recipients Use Existing List to display Select Data source window. Select
customer database file under a specific folder and click OPEN button. Again click OK to
Confirm Data Source window.
5) Place your cursor at Delivery Address box and Click Address Block.
6) Choose Specific Address elements and click Ok button to insert Address Block.
7) Go to the Mailing Tab Finish & Merge Edit Individual Documents.
8) Choose ® All and Click OK button to merge envelopes.

Labels

Instead of printing directly on envelopes, you might want to print mailing labels. Word makes
it easy for you to print labels in a wide range of shapes and sizes.
1) Open a blank word document. Go to Mailing Tab Start Mail Merge Labels. The Label
Options
2) Choose Label vendor (Ace Label), then select product number (200 Series).
3) Click Details button to open Business Card 200 Series information
4) Change the margin as required and Click OK button to revert back to Label Option dialog
box.
5) Again click OK button to revert back to the word document.
6) Click Mailing Tab Select Recipients Use Existing List.
7) Select Data Source file containing customer address and click Open button.
8) Place your cursor in the first label box and click Address Block.
9) Choose and click OK button to insert the Address Block in the respective box.
10) Now lick Update Labels command under Mailing Tab to update the labels in other labels box.
11) Now go to the Mailing Tab Finish & Merge Edit Individual Documents.
12) Choose ®All and Click OK button to merge all labels.

Assignment 8:

Type this matter in this invitation letter and send to following list

This letter is to inform you that ABC art gallery is holding an art exhibition of all the best works of the
famous and reputed artists. The arts will be from the period of Renaissance and some modern art works
will also be present in the exhibition. The exhibition will be organized in ABC art gallery and the
timings within which you can visit the exhibition is xyz to pqr. The exhibition will be held for def days
and it would a great pleasure if you get you precious visit in our art exhibition.

Letter with the below details. Add ‘To’ above the letter and letter will start with ‘Dear
Mr./Miss.’/Mrs.

Title First Name Last City E-mail Address

Name
Mr. Dhirajsing Gupta Kolhapur [email protected]
Miss. Aishish Sharma Kolkata [email protected]
Miss. Nilamkumari Singh Kolkata [email protected]
Mr. Vilas Pandey Pune [email protected]
Mrs. Geeta Yadav Pune [email protected]
Mrs. Soni Singh Pune [email protected]
 Short cut Keys of Microsoft Word

Shortcut Description
Alt Selects the active tab of the Ribbon and activates the access keys.
Alt+ Alt + The character code. Inserts the ANSI character for the specified ANSI
(decimal) character code.
Alt+5-Numblock selects an entire table.
Alt+= Inserts an Equation.
Alt+Arrow-Left Go back one page.
Alt+Arrow-Right Go forward one page.
Alt+End To the last cell in a row
Alt+F1 Goes to the next field
Alt+F10 Displays the Selection and Visibility task pane.
Alt+F11 Displays Microsoft Visual Basic code.
Alt+F3 When text or an object is selected, opens the Create New Building Block dialog
box.
Alt+F4 Closes Word.
Alt+F5 Restores the size of the active window after you maximize it.
Alt+F6 Moves from an open dialog box back to the document, for dialog boxes that
support this behavior.
Alt+F7 Finds the next misspelling or grammatical error.
Alt+F8 Displays and runs a macros.
Alt+F9 Switches between all field codes and their results.
Alt+Home To the first cell in a row
Alt+I Office Access Keys from earlier versions
Alt+Page-Down To the last cell in a column
Alt+Page-Up To the first cell in a column
Alt+Print Copies a picture of the selected window to the Clipboard.
Alt+Shift+ Displays all headings up to Heading n.
Alt+Shift+1 Displays all headings with the Heading 1 style.
Alt+Shift+= Expands text under a heading.
Alt+Shift+A Expands or collapses all text or headings.
Alt+Shift+Arrow-Down Moves the selected paragraphs down.
Alt+Shift+Arrow-Left Promotes a paragraph.
Alt+Shift+Arrow-Right Demotes a paragraph.
Alt+Shift+Arrow-Up Moves the selected paragraphs up.
Alt+Shift+C Removes the document window split.
Alt+Shift+D Inserts a DATE field.
Alt+Shift+E Edits a mail-merge data document.
Alt+Shift+F Inserts a merge field.
Alt+Shift+F1 Goes to the previous field.
Alt+Shift+F10 Displays the menu or message for an available action or for the AutoCorrect
Options button or the Paste options button.
Alt+Shift+F12 Sets Table of Contents button in the Table of Contents container when the
container is active.
Alt+Shift+F2 Saves a document.
Alt+Shift+F7 Displays the Research task pane.
Alt+Shift+F9 Runs GOTOBUTTON or MACROBUTTON from the field that displays the
field results.
Alt+Shift+I Marks a table of authorities entry (citation).
Alt+Shift+K Sets how to handle errors that might happen during mail merge.
Alt+Shift+M Prints the merged document.
Alt+Shift+Minus Collapses text under a heading.
Alt+Shift+N Merges a document.
Alt+Shift+O Marks a table of contents entry.
Alt+Shift+P Inserts a PAGE field.
Alt+Shift+Page-Down Selects a column from top to bottom.
Alt+Shift+Page-Up Selects a column from bottom to top.
Alt+Shift+R Copies the header or footer used in the previous section of the document.
Alt+Shift+T Inserts a TIME field.
Alt+Shift+Tab Switches to the previous window.
Alt+Shift+X Marks an index entry.
Alt+Tab Switches to the next window.
Alt+X Finds out the Unicode character code for the selected character
 Project for Microsoft Word 2013

1. Load Microsoft Word.

2. Type the following text:

The Crow and the Eagle.

There lived a crow on a tree top. Every day he used to watch with utter wonder the acts of an eagle.
The eagle had a nest high up on a mountain. He used to swoop down from there to get

Hold of a lamb and fly up again and all in one go.

The crow was amazed by the feat of the eagle.
One day he was so excited that he wanted to imitate the eagle. So up he flew as high as he could.
From there he began to swoop down. He came down and down. But alas, he could not control
himself. He crashed on the ground and broke his beak.

• Crow
• Eagle
2) Save your work as “The Crow and the Eagle story” on my Desktop.
3) Run the spell checker.
4) Embold and underline “The Crow and the Eagle story”
5) Change the line spacing of the paragraphs to 1.5.
6) Apply a hanging indentation to the second paragraph starting “One day he was “
7) Insert a soft carriage return after the first sentence.
8) Apply the style Heading 1 to “Story Writing”
9) Apply a 6pt width page border to the document.
10) Add a header to the document and write your Name and Surname.
11) Change the bullets points to a numbered list.
12) Create a table as shown below.

January 22nd Tests

Surname Name English Computer

Yadav Sima 50 68
Barate Nikhil 89 56
Taral Mohini 45 65
Koli Bharat 74 54

13) Insert a row between Barate and Taral and add the following data:

Kamble Bharati 25 69
14) 15)Highlight the 2nd row and right-align the data.
15) Apply superscript to the word “ nd ” and change it to capital letters.
16) 17)Below the table insert a picture about Computers from clip art.
17) Using the help function, search using the word “Table” choose “Delete a cell, row, or column from a
table”. Copy the first point stating “Select the cells…..delete” and paste it under the table.
18) Set the Zoom to 100%
19) Set the top margin to 3 cm.
20) Save your work and close Microsoft word.
21) Apply the watermark as “ the success story”
22) Color it as light grey with diagonal.
23) Page boarder in 21/4 pt color should be black.
24) Table heading font must in Times Roman with size 16.
25) Type this matter in the same format and send to the following list. Send it by using mail merge.
26) Start with “dear “

Surname Name E-mail Id Address Contact No.

Pune Karve
Mohite Suman [email protected] 9865321478
Road -52
Pune Karve
Barate Mohan [email protected] 9865232301
Road -523
Near Kamat
Koli Rohan [email protected] 8956232154
Hotel Pune -52
Gavali Shyam [email protected] Pune -52 7845123265

Godbole Sushmita [email protected] Pune -52 9856232145

I hope this letter finds you in the best of health and spirits.

You will be glad to know that my birthday falls on 20th May. I am going to celebrate my birthday at
home. We shall have a dance and music program. There will be a DJ party at 6. 30 pm. I have invited
all my friends. I hope you will also come and join my birthday party.

Convey my regards to uncle and aunty.

27) Prepare Cover page for office book.
As following