MS Word 7.1. WORD PROCESSOR A word processor is a software that helps in typing, editing, storing and Printing documents. In comparison to a typewriter, a word processor produces better-looking documents in less time. In a word processor theré are various tools like spell checker, table designer, auto correct etc. that helps to prepare a document quickly. It helps to perform a great many jobs such as letter drafting, preparing mailing lists, producing reports etc. It is ideally suited for business environment. Following are the minimum features of a good word processor. 1. Word Wrapping i Adding or deleting the text Selecting blocks of the text Copying a text Moving a text 3 4 5 6. Searching and replacing 7. Proof reading 8. Character formatting and style 9. Page formatting 10. Margin settings and columns ; 11. Print letters with same text and different names and addresses (Mail- merging) ; / i js also known as Word adjusting. Like 1 Mord Weeping, cor yon dots x ath end of each line. A word processor automatica y . va sentinel line depending on the width of line as decided ai rearranges the text.16 Computer Applications n Management nputer A the Text In typewriter, once a doc . ‘Adding or pet ificult or almost impossible to add t00 may, prepared, it 1S tence. Similarly, too many deletions yi haracters or words in any sen characte Gr vetyping the entire document, for the sake oF Bood loo also res 3 ‘To retype any document is time consuming. In a word processor, a text can be very easily inserted into the document. The text can also be deleted very easily from the document, ‘This does not lead to retype the whole document but results jn ‘automatic readjusting of the already entered text. It saves time as wel] as stationary. Selecting Blocks of the Text You can copy or move some or whole part of text from one place to another. But before this, the desired text has to be selected. This selected text is generally called asa blocked text. You can also delete the whole blocked text on a single keystroke. Similarly, you can also change the size, font style or color etc. of the selected block. 4. Copying a Text Once a block is selected, it can be copied from one part of the document to the another, or to some other document, as many times you require. The original text remains present in earlier place. 5. Moving a Text To move a text means to copy the selected text to another place and remove it from the original place. So there are two functions in a move operation — copying the text to a new place and removing it from the original place. 6. Searching and Replacing You can search a text from the whole document in a fraction of-time by using this facility, no matters how long the document is. Similarly, if you want to change the searched text with some other text using the same facility you can also do this. For example, suppose, you find that you have misspelt ‘Lucknow’ as Luckhnow’ in the entire document. Now you can use a word processor to search through the entire document and replace the incorrect word with the correct one at all the places in one keystroke. 7 Proof reading Checking and improving document is a very useful feature of a word processor. Yo i Paes ay - You can check the documents with the help a a Saranac eck With the help of spell and grammar check * " le grammar and errors the help of suggestions provided by the word ae rectified with (b) i . (b) Spelling Cheek With the help of spell and grammar checkMS Word 17 cling errors are located and can be rectified spelling errs can be rectified w e help of give rregestions ith the help of given (c)Thesaurus Thesaurus adds Variety to the docurnent by sugpe: ting alternative words and also suggests opposite meanings, Seine Character Formatting and Style A. word Processor can change the design, style or size of the letters very casily. Using different fonts, you can make the headings and important texts. attractive ond noticeable, This can turn dull and lifeless letters into a better looking and easy to read documents, a 9, Page Formatting Headers (printed footers (printed at the bottom of each the document through done automatically at the top of each pag id the Page, can be included easily in 4 word processor. The page numbering can be so desired. 10, Margin Settings and Columns — Margins, the distance between the text and the edges of the paper, can be adjusted. It means that the margins of the document can be increased or decreased. Moreover, some word processing programs (like MS Word) have the ability to split text into two or more columns. 7.2 START MS WORD (See Fig. 7.1) Cli k on the Start button. 2. Trace to Programs. 3. Click on Microsoft Word. When you start Word for Windows, you will see its opening logo for a few seconds and then the main screen appears with a blank document (Fig. 7.2), teady for your input. The window for the Word has a number of useful components as described below. Title Bar Displays the program name and the name of the document being edited. Menu Bar Contains the main Word for Windows menu. Standard Tool Displays buttons that you can select to perform common editing tasks. You must have a mouse to use the toolbar. Formatting Toolbar — Use to select ch - and paragraph-formatting commands. You must have a mouse to use this toolbar, too. TipWizard Displays helpful tips about using Word. Ruler Controls margins, indents. and tab stops Work Area Where your document appears.8 A pment rer Applications fanagement 8 Comp W2y Microoolt Outlook = [ian] Microaolt Povo Poi “Yahoo! Mossenger 8, BEE (ire) FouProfor'vfindovn Favuiles (gq) Adobo Aorobat 4.0 * | Ur) Eudora ' Becunets ‘ a Funpacle for Kido . Settings » (pre] GetRight . Ue] WinZip » Eied ‘ Gy Spood Surfer 3.0 » Help (eA) Teleport Pro » Ue] WinLinux 2000 » Bun. (BR) Yahoo! Mossonger ’ [A Microcolt Windows Logo * Luy Off Fit... (A Cap 4 (FA CuteFTP » Shut Down.. jaesoee Fig. 7.1 Starting MS Word. Oe GOem s\M oun +a) iste ewes 2A se “faemsn, Fig.7.2, Main sc Scroll Bars Use to reen of MS Word. * Status Bar love around ra our doc i se. Displa your document with the mou: lays j i YS information about your document.MS Word 79 720A Document Window and Title bar Ms ca Su Oyen [141] | hee Gat Mev eet Fame Teck ete Wn op “Menu bar 18/3] Fig. 7.3 Title bar and menu bar. « When you start Word, it automatically opens an application window and one or more document windows, e The blue title bar shows the name of the document you are editing. New documents are automatically named "Document# ‘he first new document you open will be named "Document!." (See Fig 7.3) Menus . « Below the title bar is the menu bar, which begins with the File menu. ¢ Click on the menu choice to bring up a drop-down selection of options. When a menu name or option appears gray instead of black, the selection is not available at that time. The File menu contains commands that affect the entire file such as saving, printing, opening, and closing a file. The Edit menu contains commands that you would use when you are editing adocument such as selecting text, cutting and pasting text, undoing actions, and finding and replacing text. : The View menu controls what you see on your screen. You may choose to display different toolbars, view your document as it will look on the printed page or in the normal editing mode, and zoom in and out of your document. You also use the view menu to control headers and footers. s commands that allow you to insert various The Insert menu contain mbers, page breaks, comments, elements into your document such as page nu! footnotes, and pictures. wizards and tools to help you perform The Tools menu contains all kinds of y o ck, create labels, merge information, complex functions such as spell che: autocorrect, and use templates. The Window menu helps you organize your information The Help menu gives you access to the Office Assistant, Help contents, index, and searching, as well as links to the Microso site on the web. This should be the first place you go when you are having trouble. More often than not there are step by step instructions to help you get through your task. on the screen.—« sater ape py Mangere go con Toolbars au gay he aly pe inet ue onlin 00 Jig. Tad ‘Toolba — staat Hoolbat Standard toolbar offers basic file and edit functions: buttons for frequently used formating provid Lyle. and appearance of text and Formatting toolbar functions to change the paragraphs. © When a toolbar button apped quay i selection is not available at that time, © Other toolbars are a dilable to provide buttons for ¢ awing, forms, tables and borders, and other functions, Select View, then Toolbars to list options. J of its normal color, the Scroll bars Scroll bars. © Horizontal and vert extends beyond the visible ‘oll bars to read through a document that een, Double-hea ded arrows a ows allow you to advance up or down an entire page The Select Ob hject Bri 7 owse button is positioned on the vertical scroll it between th he page arrows. Th ih to," and find commands, button brings up a menu of brows Status Bar Status bar, The status status bar a document, the bottom of the © page displays information about you" + Pa ge you are curren positi nly on of page in the toa doce nes Ment pages.position of cursor: inches from top of page, line number from top MS Word 81 oe Pd column number. or pages | CREATE, OPEN AND SAVE DOCUMENTS 10 create a New Document Fig. 7.7 Icons for opening, closing and saving files. Once the Word application is open, a blank document appears for you to begin editing, ‘To open another blank document 1, Click on the New icon (first icon-—looks like a blank sheet of paper) on the Word toolbar or Select New from the File menu. Double-click on the Blank Document icon, To Open an Existing Document You can also open the file with the help of file icons as shown in Fig. 7.7. ‘To open an existing document 1. With the Word application open 2. Click on File, then Open. Shortcut: click on the Open icon (second icon- ~-looks like an open file folder) on the Word toolbar. 3. Change the drive and directories and click to highlight your file. 4. Click OK. Shortcut: just double-click when you highlight your file. 73.1 How to Add Text to Your Document Typing Text Use your computer keyboard to type text in your document. Wor ‘d-Wrap tn 2 ying teach the ight mag ew misma ee © the next line. Word-wrap does not divide words Press the key to begin a new paragraph.- 2 Computer Applications ‘Management to create a blank line in the docurmeny ekinter> key Wi 1, 0 the Page Breaks 1. Word auton tically rls a page break when a document Teaches Gad of a page. Automatic page breaks appears as a dotted line across oe the c. bottom of the pi If you want (0 end a page at a specific point, you can insert a yy, page break by pressing and at the same time. preaks you insert labeled "Page Break" on the screen. ‘To delete a page break you in other cl r Selecting Text 7.3.2 Moving the Insertion Point or copy text, it must be selected. As.you anual Page 2. nsert, delete it as you would do with an) y 1. Before you can change, move, move the mouse pointer over the document page, it changes shape from a left-pointing arrow to a right-pointing arrow to an I-beam. 2. To move the insertion point, use the mouse to place the I-beam in the desired location. Click once. 7.3.3 Highlighting Text by Dragging 1. Place the -beam at the beginning of the text to be highlighted, press— and hold the left mouse button, and drag the I-beam over the text to be selected. 2. When the highlight covers the desired text, release the mouse button. 3. If you make a mistake, click anywhere on the screen to deselect the text. 7.3.4 Highlighting Text by Clicking 1. Click on a character to select (highlight) it as shown in Fig. 7.8. 2. Double click on a letter to select the entire word. 3. Triple click on a letter to select the entire paragraph. Using the Selection Bar _ Fig. 7.8 Selecting text. Move the pointer / ove the pointer along the left margin of the document, In this selection * a Sec neat t the pointer changes to a right-pointing arrow. In this mode, you *"> ction bar to select (highlight) a line to the right. MS Word 83. ack in the sele 1. Cie jection bar and drag arrow down to seleet more than one lin. * vuble click in selection bar to select the entire paragraph. ; Fie click in selection bar to select entire pl a Inserting and Deleting Text inserting Text 1, Move the insertion point to the new location, click once, and type in the new text. peleting Text Use the key to back up, erasing one character at a time. Use the key to erase one character at a time ahead of the cursor. 4, Select text (character, word, line, or paragraph) by highlighting. Depress the key to delete selected text. Overtyping 1, To type text over current text (replacing current text as you type), press the key and type desired text. When overtype is on, "OVR" appears in boldface in the status bar. Press again to turn overtype off. 7.3.6 Moving and Copy Text “Cur—) oo Copy__& SB & ,_ Eee Paste Fig. 7.9. Cut, copy and paste icons. Move Text by Cut and Paste Select text to be moved by highlighting. soe the Cut bution (looks like scissors as shown in Fig. 7.9) on he temporarily awn The cut ta id : pe "s irom the screen and is jored in the computer's "clipboard. Move the insertion point to the new location in the document. Ch : sa on the Paste button (looks like a paper on a clipboard) on the *Yandard toolbar.FC slications in Mana \d Drop 84 Computer Arp! Move Text by Drag a” 1. 2. igement Microsoft Word 95/97 5 easy to def Just move text Tee Selecting text in Word i Fig, 7.10 Move text by drag and drop. t to be moved by highlighting as shown in Fig. 7.10. on the middle of the highlighted area , hold down the mouse button, and drag the highlighted text to a new location While dragging the text, the insertion point appears with a grey box at its base and a gray insertion point at its tip. Use the insertion point to position the text. Select tex' To drag, point and click Copy Text by Copy and Paste 1. Select text to be copied by highlighting. 2. Click on the Copy button (looks like two overlapping sheets of paper) on the Standard toolbar. A copy of the highlighted text is temporarily stored in the computer's "clipboard." 3. Move the insertion point to the new location in the document. 4. Click on the Paste button. 5. Note: you can repeat pasting this text to other Jocations. Copy by Drag and Drop 1, Select text to be copied by highlighting. 2. To drag, point and click on the middle of the highlighted area , hold ne Dea button, hold down the key, and drag the ighlighted text to a new location, Us at =t to position the text. se the gray insertion point Pasting in other Applications or Documents 1. Information ean be eut or copied into other applications or documents: or copying again, Thane the clipboard until you replace it by cutting pying again. The clipboard is also cleared when you exit Windows- 7.3.7 Changing the Appearance of Text Character Formattinga MS Word 85 ‘Text | Normal /| Thos New Rom | Font style— Font name) ane Vig. 7.11 Formatting toolbar 1 font style and size Select 1. Highlight desired text, 2, On the For natling toolbar (figure 7.11), click the down arrow at the right of the Fo {box to sce a list of available fonts, 3, Click on the name of your font selection, 4, Repeat the same steps to change the font size. For more advanced needs: Sclect Format menu, and then Font. Use the scroll bar to see available fonts with sample text. Highlight your Font choice. Click OK. Bold |B z U . | ot Italic Underline Creating Bold, /talic, or underlined text. 1. Highlight desired text. 2. On the Formatting toolbar, click on B button on the toolbar to make a | bold font, J button for italic font, and Ubutton for underlined text. Using Special Characters 1. To add special characters, such ical symbols, accented ters, to your document, position the ‘k on Insert menu, cursor where you want the symbol and cli 2. Click on Symbol 3. Choose a character from the chart or select another font from the Font box to see more. 4. Click on the desired character to position it into your document. °. Click Insert, then Close. Undo i oe Undo the = es -+Redo The : i wh Undo function lets you "undo" a mistake. U8 here it w; the document back to aS before you made the mistake.Ae SS 86 Computer Applications in Management 1. Click the drop-down arrow next to the Undo bution (biye i + Tey curving arrow) to see a list of the most recent actions you can undo, Crse, 2. Click the action you want to undo. If you don't see the action, Sere through the list. 3. When you undo an action, you also undo all actions above jt in the list Tip If you later decide you didn't want to undo an action, forward-curving arrow). The drop-down box next to the Re most recent "undone" actions that you can Redo. click Redo (blue, do button lists the Paragraph Formatting Justify i Right. a Center Changing para | formatting tooll 1. graph alignment by using the alignment buttons on the bar. Select the lines, paragraphs, or sections to align. Click Left Align button to align text even with the left margin. 2. Click the Center button to center the text 3. Click the Right Align button to align text even with the right margin. 4. Click the Justify button to align text with both margins, spacing text evenly between the two margins. ~ First Line Indent marker Left Indent marker Left indent Paragraph box Right Indent marker Change indentations by clicking and dragging the triangular markers om th? horizontal ruler at the top of the page, : 7 jne 1. To change the left indent of the first.line of text, drag the First Indent marker at the top of the tule . aent 2. To change the indent of the second line of text, drag the Left I marker, , To change the left inde he ag © nt for all lines of text within a paragraph. 4" box undemeath the Le ft Indent marker,MS Word 87 so change the Fight indent for al Hines of text, de * ynarker- g line spacing ‘ag the Right Indent changin Highli Gjick on Format menu. Click on Paragraph... Click on Indents and Spacing tab. ght text to select. Under spacing, use the Line spacing: double spacing or others. box to select single, 1.5 times, shortcut: After highlighting the text, use key! spacing. |, Depress and <2> together to change to double spacin, board shorteuts to change line 2, Depress and <5> together to change to line and one-half spacing, 3, Depress and <1> together to restore single spacing. Numbering and Bullets 1, When you manually number the items in a list, Word converts the typed numbers to automatic numbering: : Numbering ane crease [ indent, Bullets == Decrease indent . If you begin a paragraph with a hyphen, Word automatically converts the Paragraph to a bulleted item when you press ENTER to end the Paragraph. Use the Numbering or Bullets buttons (or Bullets and Numbering on the Format menu) to: * Turn numbering or bullets on and off. * Select style (Arabic or Roman numeral, upper or lower case letters). * Use multiple levels of numbering or bullets for outlines or sublists. Increase and decrease indent buttons allow you to change the position of . bulleted or numbered list item. ia Setting Margins ang ecity exact margin measurements, click Page Setup on the File menu, angling click the Margins tab. You can also set other options on the 's tab, such as a gutter or mirror margins.88 Computer Applications in Management Using Headers and Footers Fig. 7.12 Using headers and footers. 1. From View menu, click on Header and Footer to bring up the Heq dey . and Footer toolbar. 2. Header and footer boxes display as broken lines, Click on "Switch between header and footer" icon to change between header and footer, 3. Type information into corresponding box. Click on Close to retum to editing document. Inserting Page Numbers 1. Display the Header and Footer toolbar. 2. Position the cutsor in the broken-line header or footer where you want the page numbers to print, 3. Click on the # button to insert page numbers at the cursor. 4. Use the "Format Page number" button to select types of letters or numbers for page numbering, 5. Click Close to return to editing the document, 7.3.9 Creating Footnotes and Endnotes 1. Position the cursor at the Point where the footnote reference number appears. 2. From Insert menu, click on Footnote... Select Footnote or Endnote. Click on OK. 4. Word will insert the correct Superscript number and will automatically number (and renumbet) notes as you add, delete, or move notes. Use the Custom box and the Options button to create custom marks or to not AutoNumber. 5. A footnote text box displays at the bo ttom of the page. Type footnote information. Then click Close, 7.3.10 How to Check Spelling and Grammar? Using Spell CheckWord 95/97 checks your syen: MS Wont g9 ) © 88 YOu type. Ip, word th ¥00 PEt Buta aks ed Tine wea ines ices a eae oni © Word, In thi 1. Ignore the line, 2 Rluhe-clek 00 the word, ang gy 2 Rip 9S¢ an option from the spett cheek (© Recommendation() whicy May include the just Word's best UCSS Of What (6) Ignore an to instruct Wo; document, (© Add to this word to Word's custom diction, in this document and others, Turning Spelt Check on/off 3. Automatic Spell Check (@) Select Tools menu. Then select Options, (®) On the Spelling tab Spelling Errors in C Checking (or Check (©) Click OK. the comect Spelling (or You were “tempting to spell) 10 ignore this word t Mroughout the SY t0 check for errors ‘an be tumed off, (Spelling and Grammar), ‘urrent Document or t tum on Hide Spelling As y, ‘urn off Automatic Spell ou Type.) 2 by clicking the K with ABC) on the Word toolbar ey Using Grammar Check i ; ' duplicate text found We 5 jePresent potential grammar erors or ce tex fo by Grae eS Mond offer grammar check within Tools: Spelling and Grammar. Using AutoCorrect . i istakes, spelling hen tured AutoCorrect corrects simple typing mistakes, sp. Irn on, trors, ltipl ‘d types, and grammatical errors when you hit the Multiple wor a “Pacebar after the incorrect word 1, viations, days of the Automatic Capitalization of two-letter sate rod “avon yy ‘Week, and first letters of sentences occurs * Cap Lock ey hans 2% Attomatic correction of accidental usage of Cap APS to Caps) when Caps Lock key is on. ® Replac n typographical type will correct common typ Cment of text as you TOTS. (cganist becomes against)in nt 90 Computer Applications in Management , by clicking on T; rm AutoCorrect options on or off by : no, 4, ae . Then click desired options on or off. AutoCorrect.. : aaa , A 3 common typing errors can be added to the ji. tions for your most : « sooevitions which will AutoCorrect to a complete word or full phrase in al a Deletions can be made to the text replacement list for text that you d ar want to AutoCorrect. (For example, you may not want i to always chang. to capital /.) 7.3.11 Changing Your View i Using the View Menu View buttons The View menu gives you different Ways to look at your document on the screen. Use the View menu or the buttons above the Status bar at the left end of the horizontal scroll bar. 1, Normal This document view is most commonly used for editing 2. Online Layout This includes a resizable navigation pane—called Document Map—that shows the outline view of the documents structure. 3. Page Layout It is used for final editing and positioning graphics including borders and tables. It displays the edge of the document pages. headers, and footers, 4. Outline It displays the outline toolbar. Outline view shows the headings of a document and allows you to organize the structure of your document. > Master Document It is basically for working with Jong, complicated documents, ~ 6. Full Screen restore them. Zooming In/Out The menu bar and toolbars are hidden. Press © Office lets you "zoom" among seve 1. Click the Zoom Control view at a range of 10% to al views of your document. ° r drop-down menu on the standard toolbs! 200% or at Page Width.MS Won? OL phen click on the desired size, 7312 Saving, Previewing, and Printing Document To save the document: (Shortcut: Click the Save button [looks like a aoppy disk] on the toolbar.) Save your document frequently while editing to sat losing any entries you make, prevent Los 1. Click on File, 2. Click on Save As, 3. Check that drive and directory where file will be saved are correct. 4. Type in name for your file in the File Name: box. 3. Click on OK. To view the current document as it appears when printed. |. Click the Print Preview button. 2. Use the "m: the document. ss.” the scroll bai ind the page arrows to view 3. Click on the Close button to retum to editing. To Print without Previewing |. Click the Print button. To Print Specific Pages or Sections of Your Document '. Select File menu Within the Print ToClose a Fite . then Print. Then type the page or section information Range area of the Print selection box. Click on Fite, Click on Close. Save y, “Your file, if necessary, before closing92 Computer Applications in Management ‘omputer A Using AutoText Entries You can use AutoText or AutoCorrect to store text or graphics YOU plan tg nse Weventas product names, boilerplate text, a company logo, or a formatted table. When you're ready to retrieve an item, select from a list of AutoText entries, or have Word automatically insert an AutoCorrect entry as you type. You can also use AutoText entries quickly For example, as you type a letter, select from elements such as salutations, closings, and a return a carefully worded contract clause many times in anticipate numerous changes before the text is fin date in your document, first define the current cont entry. Then insert the contract clause as an AUT the AutoText entry. AutoText in Word 97 is simi to assemble a document a list of common letter address. You must include a long document, and you nal. To keep the text up io tract clause as an AutoText OTEXT field that refers to lar to Glossary in Word 95 and prior versions, 1. Click Field on the Insert menu. 2. Click Links and References in the Categories box. 3. Click AutoText in the Field names box, 4 + To select the AutoText entry you want to insert, click Options. When the wording is final, redefine th. AutoText entry. Word will print the final ‘ext wherever you've inserted the AUTOTEXT field. EXERCISE FOR PRACTICE What is a Word Processor? What are the main features of a Word Processor? ‘What is the use of Spell Checker and how is it used? What do you mean by header and footer in MS Word? Explain it by giving examples, Peo w Explain the following reference (@) Starting Ms Word (©) Use of bullets of MS word, (©) Alignment (4) Cutand Paste (ce) Font Size () Auto Correct feature (g) Auto Text Featurewere MS Word 3 what do you mean by Word Wrapping? what are bullets? Explain the use of Bullet and Numbering. what is a Title bar? Name the different types of menus available in MS Word?