DHA_Dr.

ShikhaVashishtha_BHI1_Paper4_Unit3

Word:Introduction to Ms Word,Basic Formatting,Legal Numbering,Understanding Styles,Section Breaks,Headers and

Footers,Comple,Track Changes,Complex Legal Document,Tables in the Legal Environment,Track Changes,Compare&
Merge Documents,Send For Review and Comments,Trouble ShootingTrack Changes,Mail Merge.

INTRODUCTION TO MS-WORD

INTRODUCTION
Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter.
The typist first types a draft copy of the letter. The officer goes through it to check mistakes
regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the
letter as suggested by the officer. This is a simple example of word processing.
There are many software packages to do the job of word processing. Some of them work in DOS
environment. Example are WordStar, Word Perfect and Professional Write. But in these days
working in WINDOWS is becoming more and more popular. So let us consider software for word
processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular
software in these days.
MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than
word processing. In fact when you open up MS OFFICE you will find four main components in it.
They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for
database management) and MS POWERPOINT (for presentation purposes). However, we will
limit ourselves to MS-WORD only in this lesson.

Word Processing is perhaps the most common and comparatively easier application to work on
any computer. A word processor lets you to change words or phrases, to move whole sections of
text from one place to another, store blocks of text, align margins all in few seconds. Use of word
processors has changed the look of official correspondence, reports, and proposals etc. to a great
extent. MS Word is an advanced word processing product by Microsoft company. The powerful
features of Word will allow you to create even graphic based multicolumn publications such as
Fliers, News letters and Internet web pages.

(a) Advantages of Word Processing

One of the main advantages of a word processor over a conventional typewriter is that a word
processor enables you to make changes to a document without retyping the entire document.
(b) Features of Word Processing
Most Word Processor available today allows more than just creating and editing documents. They
have wide range of other tools and functions, which are used in formatting the documents. The
following are the main features of a Word Processor
i) Text is typing into the computer, which allows alterations to be made easily.
ii) Words and sentences can be inserted, amended or deleted.
iii) Paragraphs or text can be copied /moved throughout the document.
iv) Margins and page length can be adjusted as desired.
v) Spelling can be checked and modified through the spell check facility.
vi) Multiple document/files can be merged.
vii) Multiple copies of letters can be generated with different addresses through
the mail-merge facility.
(c) Some Common Word Processing Packages
The followings are examples of some popular word processor available
· Softword
· WordStar
· Word perfect
· Microsoft word
IMPORTANT FEATURES OF MS-WORD
Ms-Word not only supports word processing features but also DTP features. Some of the
important features of Ms-Word are listed below:
i) Using word you can create the document and edit them later, as and when
required, by adding more text, modifying the existing text, deleting/moving some part of it.
ii) Changing the size of the margins can reformat complete document or part of text.
iii) Font size and type of fonts can also be changed. Page numbers and Header and
Footer can be included.
iv) Spelling can be checked and correction can be made automatically in the entire
document. Word count and other statistics can be generated.
v) Text can be formatted in columnar style as we see in the newspaper. Text boxes
can be made.
vi) Tables can be made and included in the text.
vii) Word also allows the user to mix the graphical pictures with the text. Graphical
pictures can either be created in word itself or can be imported from outside like from Clip Art
Gallery.
viii) Word also provides the mail-merge facility.
ix) Word also has the facility of macros. Macros can be either attached to some
function/special keys or to a tool bar or to a menu.
x) It also provides online help of any option.

GETTING STARTED WITH MS-WORD

We have already told you that for working in Ms-Word you should be familiar with WINDOWS. If
you have not covered WINDOWS so far then read that first and then go through MS-WORD. By
now you must be aware of the fact that a software package is improved from time to time. These
improvements are sold in the market as new versions of the same software. Thus you will find
many versions of MS-WORD being used in different offices. In this lesson we will cover the
version MS-WORD 97, which is latest in the market and contain many improvements over the
older versions. However, you do not have to worry if you have an older version such as WORD
6.0 or WORD 95. All the commands available in these older versions are also available in WORD
97 and they are compatible.
While working in MS-WORD you have to work with a mouse. Also one can work, to some extent,
through the keyboard. The use of mouse is simpler as it is fully menu driven. In MS-WORD every
command is available in the form of ‘icons’.
You can go inside MS-WORD by the following way
1. Take the mouse pointer to START button on the task bar. Click the left mouse button.
2. Move the pointer to programs. You will notice another menu coming up to the right.
3. In that menu identify where Microsoft word is placed. Move the cursor horizontally to come
out of programs.
4. Move into the rectangular area meant for Microsoft word. Click the left mouse button there.
The computer will start MS-WORD.
Let us discuss the important components of the screen.
(a) Title Bar
The title bar displays the name of the currently active word document. Like other WINDOWS
applications, it can be used to alter the size and location of the word window.
(b) Tool Bars
Word has a number of tool bars that help you perform task faster and with great ease. Two of the
most commonly tool bars are the formatting tool bar and the standard tool bar. These two
toolbars are displayed just below the title bar. At any point of time any tool bar can be made ON
or OFF through the tool bar option of View Menu.
(c) Ruler Bar
The Ruler Bar allows you to format the vertical alignment of text in a document.
(d) Status Bar
The Status Bar displays information about the currently active document. This includes the page
number that you are working, the column and line number of the cursor position and so on.
(e) Scroll Bar
The Scroll Bar helps you scroll the content or body of document. You can do so by moving the
elevator button along the scroll bar, or by click in on the buttons with the arrow marked on them to
move up and down and left and right of a page.
(f) Workspace
The Workspace is the area in the document window were you enter/type the text of your
document.
(g) Main Menu
The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main
menu further displays a sub menu. Some of the options are highlighted options and some of them
appear as faded options. At any time, only highlighted options can be executed, faded options are
not applicable. Infect if the option is faded you will not be able to choose it. You may not that any
option faded under present situation may become highlighted under different situations.

MAIN MENU OPTIONS

The overall functions of all the items of main menu are explained below.
(a) File
You can perform file management operations by using these options such as opening, closing,
saving, printing, exiting etc.
New… Ctrl+N
Open… Ctrl+O
Close ALT + F4
Save Ctrl+S
Save As… CTL + A
Print… Ctrl+P
Fig 9.3 File Sub menu
(b) Edit
Using this option you can perform editing functions such as cut, copy, paste, find and replace
etc.
Undo Clear Ctrl+Z
Repeat Clear Ctrl+Y
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
Clear Delete
Select All Ctrl+A
Find… Ctrl+F
Replace… Ctrl+H
Go To… Ctrl+G
Fig. 9.4 Edit Sub menu

(c) View
Word document can be of many pages. The different pages may have different modes. Each
mode has its limitations. For example in normal mode the graphical picture cannot be displayed.
They can only be displayed in page layout mode. Using the option “View” you can switch over
from one mode to other. It displays the following Sub menu.
Normal
Online Layout
Page Layout
Outline
Master Document
Tool Bars
Ruler
Header and Footer
Footnotes
Comments
Full Screen
Zoom…

(d) Insert
Using this menu, you can insert various objects such as page numbers, footnotes, picture frames
etc. in your document. It displays the following Sub menu.
Break…
Page Numbers…
Date and Time…
AutoText 8
Field…
Symbol…
Comment
Footnote…
Caption…
Cross-reference…
Index & Tables…
Picture 8
Text Box…
File…
Object…
Bookmark
Hyperlink… Ctrl+k
(e) Format
Using this menu, you can perform various type of formatting operations, such as fonts can be
changed, borders can be framed etc. It displays the following Sub menu.
Font…
Paragraph…
Bullets and Numbering
Borders and Shading…
 Columns…
Tabs…
Drop Cap…
Text Direction…
Change Case…
Auto Format…
Style Gallery…
Style…
Background…
Object

(f) Tools
Using this menu, you can have access to various utilities/tools of Word, such as spell check,
macros, mail merge etc. It displays the following Sub menu.
Spelling and Grammar…
Language…
Word Count…
AutoSummarise
Auto Correct..
Look Up Reference
Track Change
Merge Documents…
Protect Document…
Mail Merge…
Envelops and Lebels…
Letter Wizard…
Macro…
Templates and Add-Ins…
Customize…
Options…

(g) Table
This menu deals with tables. Using this menu you can perform various types of operations on the
table. It displays the following Sub menu.

Draw Table
Insert Table…
Delete Cells…
Merge Cells…
Split Cells…
Select Row
Select Column
Select Table
Table Auto Format…
Distribute Rows Evenly
Distribute Columns Evenly
Cell Height and Width…
Headings
Convert Text to table…
Sort …
Formula…
Split Table
Hide Grid Lines
(h) Window
This menu allows you to work with two documents simultaneously. This would require two
windows to be opened so that each one can hold one document. Using this menu, you can switch
over from one window to another. It displays the following Sub menu.
New Window
Arrange All
Split
1Document1.doc

(i) Help
Using this menu, you can get on-line help for any function.

Opening Microsoft Word

1. Office2007 2. Double click on the Word 2007 icon on your desktop. 3. View / Zoom / Page width. 4. View /
Show/Hide / Turn on the ruler (check the checkbox). 5. Home / Paragraph / Show paragraph marks and other
hidden formatting symbols (top right icon). 6. Set the margins (you can use a real ruler).

Screen Layout
The Microsoft Office Button
You click on it to see these options: New, Open, Save, Save As, Print, Prepare, Send, Publish and Close.
Microsoft Office button
Quick Access Toolbar
Ribbon
View choices
Cursor
Scroll bar

The Ribbon
The Ribbon is the panel above the document. It has seven tabs: Home, Insert, Page Layout, References,
Mailings, Review, and View. Each tab is divided into groups. The groups are collections of features designed to
perform functions. Commonly used features are displayed on the Ribbon, to view additional features within
each group, click on the arrow at the bottom right of each group. A blue information box will pop up just below
where you stop your pointer.
Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables, Illustrations, Links, Header &
Footer, Text, and Symbols Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish Review: Proofing,
Comments, Tracking, Changes, Compare, Protect View: Document Views, Show/Hide, Zoom, Window,
Macros
To remove the toolbar, right click on the blue section beside the Ribbon. Choose Minimize the Ribbon. To view
again, do the same.

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you may want to use frequently.
You can add items to it. Right click on any item in the Office Button or the Ribbon and click on Add to Quick
Access Toolbar and a shortcut will be added to the Quick Access Toolbar.

Moving in the
text........................................................................................................
........................
The Cursor
The cursor is the short verical flashing line on your screen.
The cursor shows you where you will start typing in a Word document. When you are using the Tools in
Microsoft Word your cursor will change to an arrow. This is called a pointer.

Scrolling.............................................................................
...............................................................
Your scroll bar is at the right-hand side of your screen. Click on the up/down arrow to go up/down the page.
Hold down the left mouse button to scroll up and down the screen more quickly.

Basic actions with documents

Create a New Document
There are several ways to create new documents, open existing documents, and save documents in Word:
Microsoft Office Button / New / Blank document

Opening an Existing Document

Microsoft Office Button -> Open -> Choose from the list

Saving a Document
Microsoft Office Button/ Save or Save as
or
Press Ctrl+S on the keyboard,
or
Click the File icon on the Quick Access Toolbar

Working on Multiple Documents

Several documents can be opened. All open documents will be listed in the View Tab of the Ribbon when you
click on Switch Windows. The current document has a checkmark beside the file name.

Select another open document to view it.

Document Views
Print Layout: This is a view of the document as it would appear when printed. It includes all tables, text,
graphics, and images. Full Screen Reading: This is a full view length view of a document. Good for viewing
two pages at a time. Web Layout: This is a view of the document as it would appear in a web browser. Outline:
This is an outline form of the document in the form of bullets. Draft: This view does not display pictures or
layouts, just text. To view a document in different forms, click the document views shortcuts at the bottom of
the screen or: Click the View Tab on the Ribbon Click on the appropriate document view.

Close a Document
Microsoft Office Button / Close

Editing document
Inserting Additional Text:
Type Text: Put your cursor where you want to add the text and begin typing Copy and Paste Text: Highlight
the text you wish to copy and right click and click Copy (or Ctrl+C), put your cursor where you want the text in
the document and right click and click Paste (or Ctrl+V). Cut and Paste Text: Highlight the text you wish to cut
and right click and click Cut (or Ctrl+X) , put your cursor where you want the text in the document and right
click and click Paste (or Ctrl+V).
Editing Clipboard

Selecting text
On the Home Tab of the Ribbon, there are several areas controlling the style of the document: Font, Paragraph,
and Styles. A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics,
underline, etc.), colors and more.

Change Font Typeface and Size

Click the arrow next to the font name and choose a font and size.
You can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize text: Bold, Italic, and Underline. Select
the text and click the Font Styles included on the Font Group of the Ribbon, or Select the text and right click to
display the font tools
Home
Font, Paragraph, Styles
Font and size

Change the spacing between characters

Selecting Expanded or Condensed alters the spacing between all selected letters by the same amount. Kerning
alters the spacing between particular pairs of letters.

Expand or condense the space evenly between all the

selected characters
Select the text that you want to change. On the Home tab, click the Font Dialog Box Launcher, and then click
the Character Spacing tab. In the Spacing box, click Expanded or Condensed, and then specify how much
space you want in the By box.

Change Text Color

Select the text and click the Colors button included on the Font Group of the Ribbon, or Highlight the text and
right click and choose the colors tool. Select the color by clicking the down arrow next to the font color button.

Highlight Text
Select the text Click the Highlight Button on the Font Group of the Ribbon, or Select the text and right click
and select the highlight tool To change the color of the highlighter click on down arrow next to the highlight
button.

Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to have
the same formatting, you can copy the formatting. To copy the formatting, do the following: Select the text
with the formatting you want to copy. Copy the format of the text selected by clicking the Format Painter
button on the Clipboard Group of the Home Tab Apply the copied format by selecting the text and clicking on
it.

Clear Formatting
Select the text you wish to clear the formatting. Click the Styles dialogue box on the Styles Group on the
Home Tab. Click Clear All.
To indent paragraphs, you can do the following:
Click the Indent buttons to control the indent. Click the Indent button repeated times to increase the size of the
indent.
Click the dialog box of the Paragraph Group Click the Indents and Spacing Tab Select your indents
Alignment also can be changed within this Tab.

Change Spacing Between Paragraphs and Lines

Lines
Select the paragraph or paragraphs you wish to change. On the Home Tab, Click the Paragraph Dialog Box
Click the Indents and Spacing Tab In the Spacing section, adjust your spacing accordingly

Add Borders and Shading

You can add borders and shading to paragraphs
and entire pages.
Select the area of text where you want the border or shading. Click the Borders Button on the Paragraph Group
on the Home Tab Choose the Border and Shading Choose the appropriate options

Drawing horzontal line

Put your cursor where you want to add the horizontal line. Click the Borders Button on the Paragraph Group
on the Home Tab Choose the Horizontal line Click on the line Choose the appropriate options in the pop up
window.

Styles
The use of Styles in Word will allow you to quickly format a document with a consistent and professional look.
Styles can be saved for use in many documents.

Apply Styles
There are many styles that are already in Word ready for you to use. To view the available styles click the
Styles dialog box on the Styles Group in the Home Tab. To apply a style:
1. Select the text 2. Click the Styles Dialog Box, or Styles Drop Down menu 3. Click the Style you choose

Creating New Styles

Click the Styles Dialog Box Click the New Style Button Complete the New Style dialog box. At the bottom of
that dialog box, you can choose to add this to the Quick Style List or to make it available only in this document.

New Quick Style

Insert your cursor anywhere in the text formatted as the chosen style Click the Styles dialog box Click on New
style and click on Add to Quick Style list and OK.

New Style
Adding
Tables....................................................................................................
.................................
Create a Table:
Place the cursor on the page where you want the new table Click the Insert Tab of the Ribbon Click the Tables
Button on the Tables Group. You can create a table one of four ways: Highlight the number of row and
columns Click Insert Table and enter the number of rows and columns Click the Draw Table, create your table
by clicking and entering the rows and columns Click Quick Tables and choose a table

Enter Data in a Table:

Place the cursor in the cell where you wish to enter the information. Begin typing.

Modify the Table Structure and Format a Table

Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These pertain to the
table design and layout.
On the Design Tab, you can choose:
Table Style Options Choose Table Styles Shading and Borders
To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to:
View Gridlines and Properties (from the Table Group) Insert Rows and Columns (from the Rows & Columns
Group) Delete the Table, Rows and/or Columns (from the Rows & Columns Group) Merge or Split Cells
(from the Merge Group) Increase and Decrease cell Height and Width size (Cell Size Group) Align text within
the cells and change text directions (Alignment Group)

Graphics
You can insert special characters, symbols, pictures, illustrations, and watermarks.

Symbols and Special Characters: punctuation, spacing,

or typographical
Place your cursor in the document where you want the symbol Click the Insert Tab on the Ribbon Click the
Symbol button on the Symbols Group Choose the appropriate symbol.

Illustrations, Pictures, and SmartArt

To insert a picture:
 Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon
Click the Clip Art/ Picture /Smart Art Button The dialog box will open on the screen and you can search for
clip art / picture / smart art. Choose the illustration you wish to include
To insert a picture:
Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon
Click the Picture Button Browse to the picture you wish to include Click the Picture Click Insert

Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor
to the size you want the picture

Picture Symbols and special characters

Footnotes
Footnotes are sometimes necessary for providing additional information in your document. They normally use a
superscript number as a marker, making it easy for the reader to simply look down from the text to the notes at
the bottom to gather further information. Word automatically keeps track of the numbering and placement of
the footnotes for you, making this a painless task to perform when writing that thesis, book, or scientific paper.
To insert footnotes into your Word document, do the following...
Click the place in your document that you wish to place the insertion point for the reference mark to the
footnote. In the Ribbon, click the References tab. In the Footnotes section, click Insert Footnote. Word will
insert the reference mark at the point you selected and then take you to the bottom of the page. Type your
footnote. When you are done, right-click the footnote and select Go to Footnote to take you back to the
insertion point in the main body so you can continue working on your document.

Bulleted and Numbered Lists

Lists allow you to format and organize text with numbers, bullets, or in an outline. Bulleted lists have bullet
points, numbered lists have numbers, and outline lists combine numbers and letters depending on the
organization of the list.
To create a list from an existing text:
Select the text you wish to make a list From the Paragraph Group on the Home Tab, Click the Bulleted or
Numbered Lists button
New list
Place your cursor where you want the list in the document Click the Bulleted or Numbered Lists button Begin
typing
Nested Lists
A nested list is list with several levels of indented text.
To create a nested list:
Create your list following the directions above Click the Increase or Decrease Indent button
Bulleted list Numbered list
Decrease ident Increase ident
Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.
 Select the entire list to change all the bullets or numbers, or Place the cursor on one line within the list to
change a single bullet Right click Click the arrow next to the bulleted or numbered list and choose a bullet or
numbering style.

Mail merge consists in combining mail and letters and pre-addressed envelopes or mailing labels for mass mailings from a form
letter.[1]
Microsoft Word can insert content from a database, spreadsheet, or table into Word documents.[2][3]
This feature is usually employed in a word processing document which contains fixed text (which is the same in each output
document) and variables (which act as placeholders that are replaced by text from the data source).
Mail Merge is a powerful tool for writing a personalized letter or E-mail to many people at the same time. It imports data from
another source such as Excel and then uses that to replace placeholders throughout the message with the relevant information
for each individual that is being messaged.